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 'CU_BUDGET_OVR_EXP_DEPT_SR' and click on Search:
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.
The Procurement Department also known as Purchasing Office finalizes purchase orders through 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:
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).
When prompted for an inspection while creating a receipt in CUNYfirst, Requesters MUST forward a completed CUNYfirst Procurement Inspection form to Property Management located in Marshak 024B.
CUNYfirst Navigation (Receipt): Enterprise Menu > Financials Supply Chain > Purchasing > Receipts >Add/Update Receipts. Select your Business Unit and click on Add.