CUNYfirst Business Procedure - Requisitions for Goods and Services – Roles and Approvals
Requests for goods and services in CUNYfirst are made by a broad group of employees at the colleges
and CUNY’s Central Office. To ensure that all requests for goods and services are approved
appropriately, within budget, and are in compliance with internal controls, the Office of the University
Controller has established a procedure for Requisition Approvals that will be implemented in CUNYfirst.
Requestors
• For all requisitions, the Requestor in CUNYfirst is defined as the person who is responsible
or/accountable for the purchase.
• The Requestor may be the primary beneficiary of the goods or services, or
• The Requestor may submit requisitions on behalf of a broader set of beneficiaries (such as
faculty, students, or department staff). In this case, the Requestor is still accountable for the
purchase but is not the primary beneficiary of the goods/services.
The CUNYfirst system allows a Requestor to designate another person (Creator) to enter requisitions
on his/her behalf. To accommodate this requirement, the CUNYfirst system has been designed to do
the following:
• Allow a Creator to create requisitions on behalf of Requestors. Creators can also enter receipts
for requestors.
• Allow a Requestor to have the role of “Creator” to create requisitions on behalf of other
Requestors.
Approval Procedures
All requisitions must be approved in CUNYfirst by:
• The Requestor’s Supervisor, regardless of who creates the requisition.
• The appropriate Department Budget Approver(s) Level 1 and Level 2 (if level 2 is needed)
• The specific Category Approver for the following goods and services. For specifically identified
goods and services, including information technology, hazardous materials, outside legal
services, construction funded from operating funds, and furniture/equipment, specific category
approval is required. With the exception of outside legal services, the requisition will be routed
to the appropriate category approver based on the business unit of the user who created the
requisition.
o Information technology requisitions will be routed in CUNYfirst to the CIO and/or
his/her designee/s.
o Hazardous materials requisitions will be routed for approval in CUNYfirst to the
Hazmat/OSHA Manager and/or his/her designee/s.
o Construction requisitions will be routed in CUNYfirst to the Facilities Manager and/or
his/her designee/s for approval.
o Furniture and other non-IT equipment requisitions will be routed in CUNYfirst to the
Facilities department for approval.
o Requisitions for outside legal services will be routed in CUNYfirst to the CUNY Office of
General Counsel for approval.
o Each category approver is responsible for ensuring that requisitions routed to them
satisfy all applicable CUNY requirements and policies related to the relevant category of
goods or services.
• Under no circumstances, can a Requestor approve his/her own requisition.
Issued 05-30-2013
Executive Requisitions and Approvals
When goods and/or services are requested by College Presidents, and requisitions are created on their
behalf, it is recommended that the supervisor approval in CUNYfirst be entered by the VP of Finance
and Administration or the Provost. For the Central Office, goods and services requested by the
Chancellor and Executive and Senior Vice Chancellors will be approved in CUNYfirst by the Director of
Internal Audit.
Requisitions submitted by direct reports to the College Presidents, the Chancellor, Executive and Senior
Vice Chancellors, and Vice Chancellors would ordinarily be approved in CUNYfirst by those executives.
These senior level executives should delegate their CUNYfirst system approval role to a member of their
staff. Approval of requisitions in CUNYfirst must be based on the documented senior level executive’s
concurrence with the content and cost of the requisition.
Procurement Audits
The requisition approval process will be incorporated into all Procurement audits.
Issued 05-30-2013
CUNYfirst Procurement User Access Request Form
Please Note: This is a required form to gain access to the PeopleSoft system, and must be requested by the employee's
manager. No employee may request access for themselves. For transferring employees, a separate form must be completed
from the Campus and/or Department transferring FROM and TO in order to modify access in both areas. This request must
be made in advance of the Effective Date of the personnel action.
Security is granted by Business Unit.
EMPLOYEE INFORMATION SECTION:
Last Name:
First Name:
CUNYfirst Emp ID *:
Job Title:
Business Unit/ Campus: Baruch College
Department Name:
Work Phone:
Ext:
CUNY email address:
CONFIDENTIALITY STATEMENT (Must be sighted by the Employee):
I understand that the data obtained from any CUNYfirst system is to be considered confidential and NOT to be shared with anyone who is authorized to
receive such data. I understand that I am individually accountable for the use of my User ID in the CUNYfirst system. Improper use of my User ID could lead
to the revocation of access rights and further disciplinary proceedings in accordance with CUNY policies, rules and regulations, and applicable collective
bargaining agreements.
Employee's Signature:
Date:
Procurement Roles
Role Description
Add
Remove
Requester*
Creator**
Requester's Supervisor
Department Approver - Level 1****
Department Approver - Level 2****
IT Category Approver
Facilities Category Approver
Budget Reviewer***
Buyer
PO Approver
Receiver
Inspector
AP Voucher Entry
AP Approver (Senior Colleges)©
Contract Entry ^
*All Requesters must also specify their Supervisors (See Step#1 below)
**For Creator, specify the requestor for whom this individual is creating the requisition (See Step#2 below)
****For Department Approvers (See Step#3 below)
***If no Department Approver is found on a Requisition, the Budget Reviewer in the campuses will be notified via
Worklist
©AP Approvers for Senior Colleges must not check AP Voucher Entry and vice versa as per New York State Policy
^Refer to Contract Processing section for details (See Page 3 of 4)
Page 1 of 4
Additional Information for Specific Procurement Roles
STEP 1 For Requestor Role
1) Requestor (To be verified by Supervisors/Department Heads). Work with your local Budget Office for
assistance
HCM Supervisor Employee Name
HCM Supervisor Employee ID
Location (room or cubicle code)
Ship To (Loading Dock room code at the campus) H-150
Requestor Phone
Requestor Fax
GL Business Unit
BARPR
Department Name
For Budget Office Use Only
Default Fund (10,11,20 or 61)
Default Department
Default Major Purpose (MP)
Default Operating Unit (Oper Unit)
Default Program (Fill 99999 if Not Applicable)
Default Funding Source (Fnd Src) (Fill 99999 if
Not Applicable)
Default Special Initiative A1 (Fill 99999 if Not
Applicable)
STEP 2 For Creator Role
2) Creator (To be verified by Requestor's Supervisors/Department Heads)
Authorized for Requestors'
Employee Id
Authorized for Requestors' Employee Name
Page 2 of 4
STEP 3 For Department Approver Role
3) Department Approver (Level 1 and Level 2)
Approved Employee ID
CUNYfirst Department ID
Only One Primary Permission List is required
Primary Permission List and Row Level Security is Required (Normal Handling)
User's Primary Permission List & Row Level Security
(Check ONLY ONE)
CUFSDPAPxxx
(Procurement Only)
Keep Existing
(already a GL user)
Contract Processing
Role Description
Add
Remove
Contract Entry
Note:
Submit signed and completed form by e-mail to [email protected]
Page 3 of 4
Approvals and Special Consideration
FOR EMPLOYEE
Last Name:
Date of Security Activation:
First Name:
OR Date of Security Deactivation:
MANAGERIAL REQUEST
Business unit:
Department:
Requesting Manger Last Name:
Requesting Manger Signature:
First Name:
Date:
APPROVALS
Business Manager Last Name:
Business Manger Signature:
First Name:
Date:
VP of Administration Last Name:
VP of Administration Signature:
First Name:
Date:
SPECIAL CONSIDERATIONS OR COMMENTS (List additional roles required below)
Page 4 of 4