Introduction to Purchasing

1. Introduction to Purchasing The Office of Institutional and Academic Programs 1160 Boylan Hall 718.951.5102

2. Overview • The Office of Budget and Planning oversees the College’s complex transactional and budgetary processes. • Internal Compliance • Many internal controls for checks and balances • External Compliance • Governed by New York State and University guidelines • Four different funding types • Separate business processes and guidelines for each • Visit brooklyn.cuny.edu/budget for more information

3. Topics • The Fiscal Year • Funding Types • Access and Permissions • Purchasing Process • eProcurement Notes • Best Practices and Tips • Q & A

4. Fiscal Year • The University’s fiscal year runs from July 1 to June 30 • We are in Fiscal Year 2019 (FY19) • Submission deadlines are scheduled throughout the fiscal year and are listed on our website.

5. Funding Types • Tax Levy / Income Funds Reimbursable (TL / IFR) • Non-Tax Levy (NTL) • Brooklyn College Foundation (BCF) • Research Foundation (RF)

6. Funding Types: Tax Levy/IFR Tax Levy / IFR • College's primary operating budget • Comes from tuition and New York State allocations • Transactions must comply with New York State and University guidelines. • Must be used within the fiscal year—no “roll-overs”, with the exception of IFR. Tax Levy Accounts include: • Temporary Services (TS) • Other Than Personnel Services (OTPS) • Supplies • Equipment • Miscellaneous/Contractual Services • Travel • Campus Support Services (CSS) • Postage

7. Funding Types: Non-Tax Levy Non-Tax Levy • Consists of funds earned from sources other than tuition and state funding (e.g., film contracts, parking, etc.) • Transactions must comply with New York State and University guidelines Non-Tax Levy Accounts include: • Member Organization • Non-Tax Operating Account • Auxiliary Enterprise Corporation • Brooklyn College Association

8. Funding Types: BCF & RF Brooklyn College Foundation (BCF) • Private fundraising arm of the College • Funds come from gifts from alumni and friends of the College, institutional grants, and investment earnings Research Foundation (RF) • Not-for-profit educational corporation  • Manages private and government sponsored programs at CUNY

9. Purchasing Process Purchase Requisitions are formal requests for items or services. The procurement hierarchy is followed for all purchases (see handout). Tax Levy • Purchase requisitions are processed in CUNYfirst Non-Tax Levy and BCF • Paper requisitions are submitted to the Office of Purchasing (1420 Boylan Hall) • Non-Tax Levy requisitions soon to be processed in CUNYfirst

10. Access and Permissions In order to submit a purchase requisition, your supervisor must first request access for you. • Tax Levy / IFR • Contact Lisa DeStefano (lisad@brooklyn.cuny.edu) • Non-Tax Levy • Contact the FBSC (fbsc@brooklyn.cuny.edu) • Brooklyn College Foundation (BCF) • Fund Managers should contact Stewardship Programs at ext 5074 • Research Foundation (RF) Contact the Research Foundation directly or Sabrina Cerezo of the Office of Research and Sponsored Programs in 2158 Boylan Hall (ext5622)

11. Access and Permissions: Tax Levy Tax Levy • You will need access to the eProcurement module of CUNYfirst. • Your supervisor will need to request access for you. • eProcurement roles include: • Requester (someone who submits requisitions) • Supervisor (the Requester’s supervisor) • Approver (someone who is authorized to approve charges to a budget)

12. Can be found at brooklyn.cuny.edu/budget > Tax Levy > eProcurement > eProcurement Workflow

13. eProcurement Notes • eProcurement Notes assists end users with the tracking of requisitions as they flow through the procurement process. • Information displayed on one easy-to-read screen instead of many different screens in CUNYfirst! • End users must first have a BC WebCentral account. • eProcurement Notes can then be accessed by visiting BCWebCentral and navigating to: E-Services > Restricted Administrative Applications > eProcurement Notes.

14. eProcurement Notes

15. Best Practices and Tips • Only complete requisitions will be processed. • Proper backup (e.g., price quotes, unsigned contract documents, order forms, sole or single source justification, etc.) must be attached. • Must be approved by Supervisor, Approver and Category Approver, if applicable • Must be Budget Checked and Budget Valid Register for the eProcurement 1 Workshop: How to Buy for more information on how to submit complete requisitions. • Submit purchase requisitions as soon as possible, while being mindful of the deadlines, to allow ample processing time. • Vendor/payee registration may take up to two weeks, assuming all documentation is properly completed and submitted by the vendor/payee.

16. Best Practices and Tips Supplies • Proftech is the College’s preferred MWBE vendor for office supplies under New York State contract. • Before funds are credited to your Proftechaccount: • A complete CUNYfirstrequisition must be created and submitted by the end user • A purchase order must be created, approved, dispatched and interfaced with the Statewide Financial System (SFS) • For non-contract office supplies, a CUNYfirstrequisition must be submitted. Tip:Create your department’s Proftech requisition as early as possible once the new fiscal year budgets are available.

17. Best Practices and Tips Furniture • Contact Facilities to initiate the process (ext 5094) • Furniture requisitions must be submitted by the deadline (December 28, 2018) Tip: Furniture orders typically take 12 weeks to fulfill after receipt of purchase order.

18. Best Practices and Tips Computers (hardware) • Obtain a quote from Anil Lilly in ITS (ext 5861) • Computer hardware includes PCs, laptops, iPads • Printers, scanners, fax machines, software and accessories are not considered computer hardware. • All computer equipment is tagged by Property Management and given a BRO Number.

19. Best Practices and Tips Food • Food is an exception—not a normal business practice. • Events for which food cannot be paid for using Tax Levy, IFR, or Non-Tax Levy funds include, but are not limited to: • Internal meetings and social events (office parties, birthdays, retirements, graduations, etc.) • Student or employee recognition and award events • Class meetings, senior thesis colloquiums, finals week study groups, and tutoring sessions

20. Best Practices and Tips Honoraria • Honoraria are nominal fees that are paid for speaking engagements and performances. • An honorarium payment request form and event flyer / program must be included with the requisition. Independent Contractor Agreements (ICAs) • ICAs are entered into for services other than speaking engagements or performances (e.g., editing and indexing, theater/stage personnel, external evaluators) • A detailed description of the services, also called a scope of work, must be included with the requisition.

21. Best Practices and Tips Honoraria & Independent Contractor Agreements (ICAs) • Tax Levy (and Non-Tax Levy) funds cannot be used to process honorarium or Independent Contractor Agreement payments to individuals who are currently employed, or have been employed within the past two years, by CUNY, SUNY, and/or New York State. • Payees must be registered as New York State vendors in order for a Purchase Order to be issued. Tip: Allow at least eight weeks for processing.

22. Best Practices and Tips • Contracts/Agreements • Must be reviewed by the Office of Purchasing and Contracting and CUNY’s Office of General Counsel. • If required, contracts/agreements are negotiated by the Office of Purchasing and Contracting. • Can only be signed by individuals with signature authority for the College afterApproval as to Form by CUNY’s Office of General Counsel. Tip: Plan well in advance for items involving contracts, as review can take a significant amount of time. Tip: Check with ITS for available software solutions prior to submitting a requisition for new software.

23. Best Practices and Tips – What not to do! • Confirming Orders (after-the-fact requisitions) • Signing Contracts/Agreements • Assuming someone will fix it down the road!

24. Contacts Regarding a specific requisition or purchase order: • eProcurement Notes (BC WebCentral) Access / Permissions: ext5009 • Lisa DeStefano (lisad@brooklyn.cuny.edu) Budget: ext5220 • Michael Lanza (mlanza@brooklyn.cuny.edu) • Tax Levy Budget Reports (tlbr@brooklyn.cuny.edu) Fiscal and Business Services Center: ext5241 • fbsc@brooklyn.cuny.edu

25. Contacts Purchasing: ext5133 • bfss@brooklyn.cuny.edu CUNYfirst Requisitions: ext5116 • David Gretah (dgretah@brooklyn.cuny.edu) Trainings:ext1550 / 5102 • Patrick O’Connor (patricko@brooklyn.cuny.edu)

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