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Procurement FAQ

General Questions

What is the purpose of the CUNYfirst Procurement Module?
What is the URL for CUNYfirst Portal?
What is CUNYfirst Procurement replacing?
Are both FOCIS and CUNYfirst going to be available at the same time? And how do they transition?

Training

What training is available?
How do I register for training?

Roles

What roles are available in the CUNYfirst Procurement Module?
Do I have a role in the new CUNYfirst Procurement Module?
How do I establish a role in CUNYfirst?

Purchasing-Requesting

Do we still follow the same Purchasing guidelines?
Do we still have to submit paper documents to purchasing?
Do I need to print my requisition?

Payments and Reimbursements

Are the original paper documents required for receipts?
For an amount only requisition, what should be attached to the receipt?
If I do not receive all my goods at one time, when do I create a receipt for my goods?
Do I approve payments the same way I did in FOCIS?
Will Imprest Payments (confirming requisitions under $250.00) and Direct Payments (require no purchase order) be processed the same way?
Will Petty Cash Advances still be given to department custodians?
How will out of pocket expenses for local travel and out of town travel be reimbursed?

 

General Questions

What is the purpose of the CUNYfirst Procurement Module?
CUNYfirst Procurement is the system of record for all State tax levy purchasing and accounts payable transactions.

What is the URL for CUNYfirst Portal?
https://home.cunyfirst.cuny.edu

What is CUNYfirst Procurement replacing? 
CUNYfirst will replace FOCIS as of July 1st, 2013.

Are both FOCIS and CUNYfirst going to be available at the same time? And how do they transition?
As of July 1st all new requisitions will be created in CUNYfirst. FOCIS will remain available for historical purposes and for closing out fiscal year 2012-2013 transactions.

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Training

What training is available?
There will be a 3 hour training class offered for users to learn how to process requisitions and pay vendors for goods and services rendered. You will need to register for the class to participate.

How do I register for training?
In order to register and be prepared for your training session, you must claim your CUNYFirst account.  Find more information here on how to claim your account.

In addition, please use CUNYFirst to enroll in the training you plan to attend. Please make sure that you enroll in the correct training session - Hunter classes are identified by FIN-PR01-HTR01. For assistance, please review the course registration guide.

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Roles

What roles are available in the CUNYfirst Procurement Module?
There are various roles for creating and approving a requisition. Additionally, there are roles for processing payments to a vendor once goods and services are received. For a full list of these roles, please see the matrix below:

CUNYfirst Role

Description/Responsibilities

Requestor

Responsible for the validity of the request per CUNY guidelines

Creator

Creates requisitions on behalf of one or more requestors

Requestor’s Supervisor

Direct HCM supervisor of the Requestor, validates the request.

Department Approver (Levels 1 & 2)

Approves requisition validating Budget availability and priorities

Category Approver

Approve specifications for specific categories – IT, Hazmat, Furniture/Facilities, outside legal services

Receiver

Enters receipts for goods/services. Can be the requestor or central receiving personnel based on college and goods/services received

Inspector

Inspects to ensure that goods and services accepted by your campus for payment were delivered as specified and in proper working order for the following categories:

IT equipment and services

Hazmat equipment and services

Furnishings and equipment requiring installation, and Facilities-related services.

Do I have a role in the new CUNYfirst Procurement Module?
If a role has been established for you, you will receive a communication identifying your role in CUNYfirst within the 1st week of July 2013. If a role has not been established for you, your supervisor may establish your role based on your department’s needs.

 

How do I establish a role in CUNYfirst?
You will need to obtain approval from your supervisor and the business office by submitting a CUNYfirst Procurement User Access Request form. To obtain the form, contact the help desk.

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Purchasing-Requesting

Do we still follow the same purchasing guidelines? 
Yes.  The procurement guidelines will stay the same; only the system to process tax levy purchases will change.

You can review the complete Hunter College purchasing guidelines (pdf).

Do we still have to submit paper documents to purchasing? 
Yes. In the effort to create a paperless system, backup or supporting documents such as quotes, specifications, and justification letters are required and can be uploaded into the CUNYfirst System. 

Do I need to print my requisition?
No. The requisition will route to the Purchasing Department once the request is saved and submitted. All supporting documents should be attached to the requisition.

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Payments and Reimbursements

Are the original paper documents required for receipts?
Yes, all original signed copies of receipt, invoice/packing slip, and any other receipt supporting documentation is required to be sent to Accounts Payable.

For an amount only requisition, what should be attached to the receipt?
Attach the invoice.

If I do not receive all my goods at one time, when do I create a receipt for my goods?
A receipt is a required for every commodity received. Create a receipt for as many commodities as you receive as soon as you receive the commodities.

Do I approve payments the same way I did in FOCIS?
Full payments--Yes. Full payments are handled the same way that they are handled in FOCIS. You will submit a “Receipt” in CUNYfirst, print it, sign it and return it to Accounts Payable with the required proof.

Partial Payments are similar but there are now additional steps required to approve partial payments.  In addition to approving the invoice and submitting it with the packing slip or service letter to Accounts Payable, you will now have to submit a “Receipt” in CUNYfirst, print it, sign it and return it to Accounts Payable with the required proof.

Will Imprest Payments (confirming requisitions under $250.00) and Direct Payments (require no purchase order) be processed the same way?
No. There will no longer be Imprest Payments and Direct Payments.  Payments for registrations, memberships and subscriptions (except for those historically paid against a purchase order) will have to be charged to the College’s New York State Procurement Card if accepted by the vendor. Otherwise, the vendor will have to be paid against a purchase order regardless of the amount.  Additionally, payments for honoraria, modeling, and independent contractors have to be processed on an established purchase order before the work is performed.

Will Petty Cash Advances still be given to department custodians?
Petty Cash Advances will still be issued, but the replenishment of the cash advance to the department custodian will be processed differently.  A non-CUNYfirst paper requisition will have to be submitted with all the receipts directly to Accounts Payable. Please review the CUNYfirst NON-PO Requisition Instructions and fill out the  CUNYfirst Non-PO Voucher Requisition form.

How will out of pocket expenses for local travel and out of town travel be reimbursed?
Local travel expenditures will continue to be reimbursed through Petty Cash Advance. If your department does not have Petty Cash Advance, a non-CUNYfirst paper requisition will have to be submitted with all the receipts directly to Accounts Payable.

Out of town travel reimbursement will require the same non-CUNYfirst paper requisition in addition to the New York State Travel Voucher.

Please review the CUNYfirst NON-PO Requisition Instructions and fill out the CUNYfirst Non-PO Voucher Requisition form.

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