1. CUNYfirst Non-Tax Levy eProcurement Workshop
The Office of Institutional and
Academic Programs
1160 Boylan Hall

2. Topics What’s New? eProcurement Chartfields Budget Query
Creating and Submitting Requisitions
Purchase Requisition Approvals
Track and Manage: eProcurement Notes

3. What’s New?
Member Organization and Non-Tax Levy Operating Account have been merged and are now called ‘Non-Tax’.
New business units:
Tax Levy / IFR  BKLPR
Early Childhood Center  BKL04
Non-Tax  BKL55

4. Non-Tax Levy Requisitions
A Non-Tax Levy purchase requisition must be submitted if any of the following criteria are met:
The total of the items being ordered from the vendor costs more than $1,000 (excluding reimbursements)
The vendor requires a purchase order to ship the items
Honoraria
The items are capital assets that must be tagged by the Office of Property Management
A contract must be signed, or if there are terms and conditions

5. What is eProcurement?
CUNYfirst eProcurement is a self-service purchase requisition module that allows end users to control their Tax Levy and Non-Tax Levy OTPS spending. End users may submit and track their requests throughout the procurement process.

6. eProcurement Workflow

7. How to Buy Requester: Check the budget Obtain quote(s)
Create and Submit a purchase requisition
Supervisor/Approver:
Review and approve requisition
Office of Purchasing and Contracting:
Assign purchase requisition to a Buyer
Buyer works on procuring items/services
Create and approve a purchase order

8. eProcurement Checklist
Check Budget
Create and Submit Requisition
Approvals
Track and Manage
Create and Submit Receipt

9. Chartfields
Just like Tax-Levy budgets, Non-Tax Levy budgets are represented by a combination of numbers called ‘Chartfields’
Your chartfields can be found by using one of the Chartfield Crosswalks.
CUNYfirst Chartfield Crosswalk
CUNYfirst NTL Chartfield Crosswalk
Every eProcurement user has a default set of chartfields, which can be modified as necessary.

10. NTL Chartfield Crosswalk
Navigate to: Brooklyn.cuny.edu/budget > Training Series and Resource Library > Instructions and Guidelines > CUNYfirst NTL Chartfield Crosswalk

11. Budget Query
Navigate to: home.cunyfirst.cuny.edu > Login > Financials Supply Chain > Reporting Tools > Query > Query Viewer

12. eProcurement Checklist✔
Check Budget
Create and Submit Requisition
Approvals
Track and Manage
Create and Submit Receipt

13. Create and Submit Requisition
Navigate to: home.cunyfirst.cuny.edu > Login > Financials Supply Chain > eProcurement > Create Requisition

14. Category Crosswalk
Navigate to: brooklyn.cuny.edu/budget > Training Series and Resource Library > Instructions and Guidelines > CUNYfirst OTPS Category Crosswalk

15. eProcurement Checklist✔
Check Budget
Create and Submit Requisition
Approvals
Track and Manage
Create and Submit Receipt ✔

16. Approvals
Navigate to: home.cunyfirst.cuny.edu > Login > Financials Supply Chain > Worklist

17. eProcurement Checklist✔
Check Budget
Create and Submit Requisition
Approvals
Track and Manage
Create and Submit Receipt ✔ ✔

18. Track and Manage: eProcurement Notes
Navigate to: brooklyn.cuny.edu > WebCentral > E-Services > Restricted Administrative Applications > eProcurement Notes

19. eProcurement Checklist✔
Check Budget
Create and Submit Requisition
Approvals
Track and Manage
Create and Submit Receipt ✔ ✔ ✔

20. How to Pay
Requester:
Upon receiving the items or services from the vendor, create a receipt in CUNYfirst and submit supporting documentation to the Fiscal and Business Services Center (FBSC).
Fiscal and Business Services Center (FBSC):
Enter the vendor’s invoice into CUNYfirst and submits a voucher to the Office of Accounts Payable where a payment is issued.

21. eProcurement Workflow

22. Create and Submit Receipt
Navigate to: home.cunyfirst.cuny.edu > Login > Financials Supply Chain > Purchasing > Receipts > Add/Update Receipts

24. eProcurement Checklist✔
Check Budget
Create and Submit Requisition
Approvals
Track and Manage
Create and Submit Receipt ✔ ✔ ✔ ✔

25. Contacts Regarding a specific requisition or purchase order:
eProcurement Notes (BC WebCentral)
Budget: ext 5220
Michael Lanza
Tax Levy Budget Reports
CUNYfirst Requisitions: ext 5116
David Gretah
Trainings: ext 1550 / 5102
Patrick O’Connor

26. Register for our other classes!
Brooklyn College Knowledge
Introduction to Purchasing
Budget Basics
eProcurement Workshop 1: How to Buy (Requisitions)
eProcurement Workshop 2: How to Pay (Receipts)
Introduction to Travel & Expense
Travel & Expense Workshop
Introduction to Facilities