Non-Tax Levy Procurement Quick Reference Guide

Review Budget

It is strongly recommended that Requesters run the Budget Overview query in CUNYfirst to confirm the general availability of funds prior to creating a requisition. If sufficient funds do not exist, requisitions will fail the budget checking process and will not route to the Purchasing department. Requesters must contact their Budget Office to correct budget issues.

CUNYfirst Navigation: Enterprise Menu > Financials Supply Chain > Reporting Tools > Query > Query Viewer. Search for Query Name 'BUD_OVERVIEW_NTLS' and click on Search:

• NTL Business Units/CUNYfirst Chartfields
• How to run an NTL budget overview query
• NTL Procurement How-To Slideshows

Create Requisition

CUNY acquires goods and services through a competitive bidding process managed by the Purchasing department. Departments are required to create a requisition stating their business needs.

CUNYfirst Navigation: Enterprise Menu > Financials Supply Chain > eProcurement > Create Requisition. If prompted, enter your Business Unit, Requester (when applicable) and click on Ok:

• How to create a CUNYfirst NTL requisition
• Amount Only requisition lines
• Manage CUNYfirst NTL requisitions
• How to edit a CUNYfirst NTL requisition
• How to cancel a CUNYfirst NTL requisition
• NTL Procurement How-To Slideshows

Approve Requisition

All requisition approvers (supervisors, department approvers, category approvers) will receive an email notification with a link to approve pending requisitions. However, approvers are encouraged to use the Approve Requisitions search page to search for pending requisitions. This page also offers the ability to search for requisitions that have been approved, denied, pending or pushed back. Approvers need to carefully review supporting information including requisition chartfields plus supporting documentation prior to approval.

CUNYfirst Navigation: Enterprise Menu > Financials Supply Chain > eProcurement > Approve Requisitions:

• How to approve CUNYfirst NTL requisitions
• NTL Procurement How-To Slideshows

Purchase Order

The Procurement Department also known as Purchasing Office finalizes purchase orders thru an extensive due diligence and compliance process. The Procurement Department is the only university authority that will send a fully executed Purchase Order to the vendor and shall copy the Requester.

NOTE: Requestor or department personnel MUST NOT provide vendor with Purchaser Order number prior to the receipt of a fully executed Purchase Order from the Procurement Department:

• Sample NTL Purchase Order
• NTL Procurement How-To Slideshows

Create Receipt/Inspection

Requesters will need to create a receipt in CUNYfirst for all goods and services received. Requesters ARE NOT to create receipts prior to the satisfactory verification of goods and/or services received.

Some goods and services may require an additional inspection (Information Technology, Facilities/Furniture, Hazardous Materials, and others as designated by the University).

CUNYfirst Navigation (Receipt): Enterprise Menu > Financials Supply Chain > Purchasing > Receipts >Add/Update Receipts. Select your Business Unit and click on Add.

CUNYfirst Navigation (Inspection): Enterprise Menu > Financials Supply Chain > Purchasing > Receipts > Inspect Receipts:

• How to create a CUNYfirst NTL receipt
• How to cancel a CUNYfirst NTL receipt
• How to create a CUNYfirst NTL inspection
• NTL Procurement How-To Slideshows