The Accounts Payable Department is one phase of Six Stages of the Procurement Process.
| REQUEST | Department creates a requisition, with detailed specifications. Department supervisor approves the requisition. |
| BUDGET CHECK | CUNYFirst performs a budget check to verify availability of funds. There is no notification, if requisition has failed the budget check. The department must ‘manage the requisition’. |
| PROCUREMENT | Purchasing Department receives and reviews the requisition and follows appropriate procurement methods. A Purchase Order is generated and sent to the vendor. The PO is a one-time or one-year contract. |
| RECEIPT OF GOODS/SERVICES | The vendor delivers/provides the goods or services. The department should inspect their deliveries. |
| RECEIPT OF INVOICE | The vendor submits an invoice to Accounts Payable. The department requestor must create a receipt in CUNYFirst for A/P to pay. |
| PAYMENT | Accounts Payable perform a three-way-match of the PO, invoice, and receipt. A/P creates a voucher to pay the vendor. |
INFORMATION FOR DEPARTMENTS
- The fiscal year begins July 1, and ends June 30thDepartment heads should know their budget. How much funds do you have available?
- What types of funds does the department have – Tax Levy, Non-Tax Levy, RF?
- What goods or services do you need for the month, semester, or year?
- The Department must have a requester–the employee who enters a requisition in CUNYBuy.
- The requester must report to the department head in CUNYBuy.
- To purchase goods or services for the department, the requester enters a requisition in CUNYBuy.
- The requisition will encumber funds from the department’s budget, and reduce the available balance.
- The department must monitor the requisition to ensure that it completes the approval and passes the budget check cycles.
- After the vendor delivers the goods or the service is completed – the department must enter a receipt in CUNYBuy for Accounts Payable to pay the vendor.
- March 31st is the final deadline to enter a requisition to purchase goods or services in the fiscal year.
- June 30th is the last day to receive goods or services from a vendor for the fiscal year. Deliveries after June 30th will be charged to the next fiscal year’s budget.
- When goods are received or services completed, the department requester must complete the procurement process by creating a receipt:
- Verify that all goods have been received or services rendered
- Inform the Purchasing Department if there are any damaged, defective, or missing goods
- Scan the packing slip from the delivery or service documents. Save the file on your computer
- Find your purchase order number
- Log on to CUNYBuy to create the receipt:
- Create the receipt, upload the scanned file (packing slip), and SAVE
INFORMATION FOR VENDORS
- Vendors should deliver goods or services after obtaining a Purchase Order number.
- Vendors must list the Purchase Order number should appear on the invoice.
- Vendor’s name on the invoice must match the Purchase Order.
- Vendor should verify that their remit to address is updated in the NYS Vendor Management Unit.
- The VMU website is: https://www.osc.state.ny.us/vendor_management/forms.htm
- Invoices should be sent to the Accounts Payable Department, not the requesting department
Invoices can be emailed to: invoices@mec.cuny.edu
Additional Resources:
Did You Know – Create Receipts