Non Tax Levy Transactions in CUNYfirst

1. Non Tax Levy Transactions in CUNYfirst TRAINING AND ORIENTATION SESSION SEPTEMBER 26, OCTOBER 7, & OCTOBER 17, 2019

2. Today’s Speakers • Brian Genzmann • Director of Business and Fiscal Affairs • Eva Medina • Director of Budget • Andy Wu • Director of Financial Accounting

3. Non Tax Levy & CUNYfirst • Goal: System of record for non-tax levy transactions • Mandated by CUNY Board of Trustees & Central Office • Phase 1 Effective Date: July 1, 2019 • Phase 1 (Immediate): The Procure-to-Pay Process for Non Tax Levy transactions over $1,000 is now in CUNYfirst

4. What is the Procure-to-Pay Process? • Requisitions by end users • Purchase Orders issued/dispatched by the Purchasing Department • Receipts by end users • Inspections (if necessary) • Vouchers by the Accounts Payable Department

5. Planned Components of NTL in CUNYfirst(Later This Fiscal Year) • Reimbursements and payments to students • Salary advances to CCNY staff members • NTL Travel and Expense procedures

6. Which Related Entities at CCNY does this new process affect? • In 2019 (Fiscal Year 2020): • Bursar Special • Trusts and Gifts • Labeled as CTY55 for CCNY and MED55 for CSOM • In 2020 (Fiscal Year 2021): • Auxiliary Enterprise Corporation (AEC) • Student Services Corporation (SSC) • The City College Center for the Performing Arts

7. Which Related Entities are NOT Impacted? • 21st Century Foundation • City College Fund

8. Business Office NTL Functions & Roles • Departments within the Business Office have the following roles: • Budget – Upload the budgets • Financial Accounting – Verify available funding; Perform accounting and treasury operations • Purchasing – Completes the purchases in CUNYfirst • Accounts Payable – Create vouchers for payments to NTL vendors

9. For Purchases Below $1,000.00 • Departments will continue to follow the College’s existing procedure • End users must forward the following to the Financial Accounting Office: • Disbursement Request Form • Supporting documentation (invoices or receipts)

10. The Procure-to-Pay Process • All purchases must generally follow CUNY and NYS Procurement Rules • CUNYfirst submittals are required for: • Purchases greater than $1,000.00 • Purchase has an agreement/contract • If under $1,000 and the vendor requires a purchase order

11. For Purchases Over $1,000.00:CUNYfirst Approvals • Requisitions and purchase orders are required • Must be approved and follow the designated workflow • Users will have assigned roles in accordance with their department job descriptions • Managers and supervisors can only approve requisitions

12. CUNYfirst User Roles • Tax levy user roles have been replicated to the non-tax levy module • Users from departments responsible for NTL requisitions and disbursements were selected • Profiles based on the NTL Signatory Authorization cards

13. Roles in the CUNYfirst Process • Requestor • Responsible for the validity of a request • Creator • Creates requisitions on behalf of the requestors • Supervisor Approver • Direct supervisor of the requestor • Department Approver • Approves requisitions and verifies department priorities and budgets • Category Approver • Approves specialized items and services

14. CUNYfirst User Roles • Adjustments can be made to the User Roles • If your department requires changes, please advise the Business Office • Complete the revised User Access Request Form • Send the completed form to Ilona Roman for processing

15. For Purchases Over $1,000.00: CUNYfirst Requisition Routing • First submit…. • The “yellow paper” purchase requisition to Ilona Roman in the Financial Accounting Department • Financial Accounting Department will then: • Verify the available budget • Provide CUNYfirst chart fields (Fund, Account, department, program, etc.) • Notify the Budget Office to transfer budgets in CUNYfirst • Return the purchase requisition to the departments to make it easier to enter the CUNYfirst requisition

16. Yellow Paper Requisition

17. NTL Transaction Budgeting • Use General Ledger (GL) chart fields • Similar to tax levy transactions • Different fund code: • TL: 10 • NTL: 22 • Program codes mapped from existing Financial Accounting codes

18. Default Chart Field Information • Chart field Information: • Fund - 22 • Major Purpose – 350 • Operating Unit - 9999 • Funding source - 999999 • Special Initiative – 999 • The Financial Accounting Office will provide: • Expense Account • Program Code (project code in MIP) • Department Code

19. Requisition Submission • There are three steps when creating a requisition in CUNYfirst • Define Requisition • Submit a “Requisition Name” • Add Items and Services • Select Special Request • Select Request Type • Add Item • Review and Submit

20. Chart Field Information • Each NTL end user has a set of default chart fields attached to their profile • Be aware of the chart fields! • You may manually have to change expense and program codes when funds come from different accounts for each line in the requisition

21. Requisition Submission • Before you submit the requisition, be sure to attach supporting documentation such as: • Any justifications (if the item is a single or a sole source) • Vendor budgetary quote (details of goods/services to be acquired and their cost) • Any other supporting documents

22. Budgeting • Similar to the tax levy process, the Budget Department will run error reports every day to identify requisitions in error status • All requisitions in error status will be sent to the Financial Accounting Department for approval • If Financial Accounting determines budget availability, the Budget Department will add funds in CUNYfirst • If there are insufficient funds, Financial Accounting will contact the department

23. From Requisition to Purchase Order…. • Once a requisition has cleared budget check, the requisition is in the Purchasing Department’s queue for sourcing and processing • Purchasing team sources the requisition in accordance with CUNY’s purchasing hierarchy • CUNYfirst purchase orders are then approved by the Purchasing Manager or the Fiscal Affairs Director • The purchase orders are sent to the vendor and the end user

24. CUNY Purchasing Hierarchy

25. Who is Your Buyer? • Each buyer within the Purchasing Department is assigned a portfolio of departments across the campus • NTL requisitions are processed by the same assigned buyers as TL requisitions • A complete listing of buyers’ assigned departments can be found on the Purchasing Department’s webpage

26. Invoice Payments • End users will be responsible for receipting the goods and services • Invoices from vendors will be sent to the Accounts Payable (AP) Department: ap@ccny.cuny.edu • Invoices will be reviewed and sent to end users by the AP Department

27. End User Receipting Responsibilities • End users must: • Sign the invoice • Attach supporting documentation (packing slips, bill of lading) • Then simultaneously send this information: • In an electronic file through CUNYfirst with a completed Receipt • In paper form to Ilona Roman with a completed Disbursement Form (original signatures required)

28. Disbursement Form

29. Processing the Voucher • The AP Department will enter the invoice information and copy any pertinent data from the purchase order • The AP Manager will then review and approve the voucher for payment

30. Processing Payment • Voucher will be created and approved • Simultaneously the Financial Accounting Department will review/request any necessary data and approve the disbursement • Financial Accounting Department will issue a check from the voucher

31. Adding NTL Vendors to CUNYfirst • Vendors were uploaded into the system during the Implementation phase • CUNY Central updated the Substitute W-9 Form • For any new vendors that must be uploaded into CUNYfirst, vendors must complete the Substitute W-9 Form and give it to the end user • The end user must then send it to Ilona Roman in the Financial Accounting Department for processing • Ilona Roman will then enter the data and CUNY Central will either approve or reject the new vendor request based on the TIN match

32. QUESTIONS?