Purchasing & Contracts

Your Role

• Creator
• General Receiver
• Requisition Approver
• Buyer
• PO Approver
• AP Voucher Entry
• AP Voucher Approver

Step 1: Obtain and Fill the Access Request Form

• Download the file as viewing it via the browser may display “PDF viewer may not be able to display this type of document”. Download Adobe Reader to view the form.
• Ensure all necessary fields are accurately filled, paying particular attention to any mandatory sections.
• Specify all roles and business units that need to be added or removed.

Step 2: Indicate the Agreement Code or Sign

• On the Procurement access form, sign or indicate the agreement code as a demonstration of understanding and agreement to CUNY’s policies.
• Find your code by logging into CUNYFirst with your CUNY Login Credentials, then accessing “Employee Self Service” > “Other Employee Tasks” > “CF Confidentiality Statement”.

Step 3: Obtain Managerial Approval

• After completing the form, secure the signature or email approval of your manager.
• If signed digitally/electronically, include the email with the signed signature.

Step 4: Submit your completed Access form to the Business Office

• Once completed and signed, email your form to Desiree Betancourt in the Business Office.

CUNYBuy New Procure to Pay (P2P) Support Session
Creators, Department approvers, category approver, asset approver, GASB approvers and Inspectors.

Advance registration is not required. All are required to have successfully completed the applicable Blackboard training prior to joining these sessions.

For further information regarding CUNYBuy, including FAQs, Job Aids, and more, please visit CUNYBuy Sharepoint.

Competitive Process for Selecting a Supplier

Purchasing is required to get multiple quotes for items over $500 thresholds.

Request for Quote: (RFQ) process, either phone quotes, email quotes can be solicited by Purchasing. The department can get a “Suggested quote” to submit with their CUNYbuy requisition with clear details on the good or service requested, however Purchasing will conduct a full procurement process to determine the vendor and obtain pricing according to the State and CUNY procurement Guidelines.

Request for Quotes (RFQ) Over $20,000- Purchasing will send out a formal RFQ document with CUNY terms and conditions for vendor signature. Purchases over $25,000 must get a Pre-solicitation requirement approval from CUNY MWBE Diversity at CUNY Central Office.

Invitation to Bid (ITB): This is the preferred method of procuring goods and services when the specifications are sufficiently definite that price is the sole consideration when selecting a vendor. The vendor selected is the vendor whose price is the lowest or is the price that represents the best value. The request/requisition must be submitted 60 days prior to bid opening date plus lead time for receipt of the goods or commencement of services.

Request for Proposals (RFP): This is the method of selection used when the specifications are not sufficiently specific and/or when seeking a solution or method of services not readily known and you are seeking proposals to solve and/or suggest a solution. In this method of selection, price is not the sole determinant of the selected vendor. Judgment is required to select the best proposal. A committee is selected to review proposals and weighted criteria are utilized to rate proposals.

It should be noted that when utilizing existing contracts, departments should look carefully at the specifications, pricing structure and term of the contract before making a final determination. Such a review will help determine cost, length of time that the services will be available and whether the specifications meet the needs of the department. In the event that the specifications in the existing contract do not meet the departments need, then the department should contact Purchasing to discuss the appropriate method of procurement.

The following is a brief description of the documentation required to create a Purchase Order* by dollar value. Other documentation is required to pay vendors/individuals. See Accounts Payable.

• Under $250.00
  • Departments may order from vendors and submit the original invoice, the original packing slip and a signed and dated receiving report* for both complete and partial deliveries.

  Note:  It should be noted that many vendors in the normal conduct of their business will not forward goods or provide services without an approved Purchase Order*.  In this case a Purchase Requisition* must be completed and submitted to Purchasing to generate a Purchase Order that will be sent to the vendor.

• $250.00 - $499.99
  • One (1) written price quote from the selected vendor.  Price quotes must be on Company letterhead and include Federal Tax ID number, address, contact name and telephone and fax number.
• $500.000 - $2,499.99
  • One (1) written price quote from the selected vendor.  Price quotes must be on Company letterhead and include Federal Tax ID number, address, contact name and telephone and fax number.
  • Written notification to the Purchasing Department that two additional vendors were contacted and prices provided (this can be submitted in memo form and must include the business name, address, telephone numbers and contact person for each vendor).
• $2,500.00 -$4,999.99
  • Three (3) written price quotes must be submitted with the Purchase Requisition*. These quotes must be on Company letterhead and include Federal Tax I.D. number, address, contact name and telephone and fax number.
• $5,000.00 and Over (Purchasing must Conduct a Invitation to Bid Process)
  • List of five (5) suggested vendors for the services or goods
  • Cost estimate for the good or services with appropriate back-up.
  • Detailed specifications
  • The request/requisition must be submitted 60 days prior to bid opening date plus lead time for receipt of the goods or commencement of services.
• Over $20,000.00 (Purchasing must Conduct a Formal Bid Process)
  The CUNY Board of Trustees must approve purchases over $20,000.00. There are additional procedural requirements conducted by Purchasing. These requirements are 1) the submission of a Board Resolution, 2) Preparation of a bid document or contract for approval as to form by General Counsel, 3) Advertisement in the City Record and the State Contract Reporter 4) City University of New York Board of Trustees, NYS Office of the Comptroller and New York State Attorney General approvals are required prior to the execution and registration of the contract. The following documented information is required to begin the formal bidding process:                                           
  • List of at least five (5) suggested vendors
  • Cost estimate for the services or goods
  • Detailed specifications
  • Bid/pricing sheet

Computers and Computer Related Items: Requests for desktop computers, servers, software, printers, cabling, etc. must be reviewed by ICIT for approval before forwarding the requisition to Purchasing for processing. Requisitions received without approval will be returned to the department.

Personal Electronic Equipment (Cell Phones, PDAs, Tablet PCs): Requests for personal electronic equipment must be reviewed by ICIT for approval, in addition to the Department approval, before forwarding the requisition to Purchasing for processing. All computer items must be tagged and scanned by the Asset Management team Located in Room E1509

Student Text Books: Some special educational programs receive OTPS funds to be used towards the purchase of textbooks for students. Texts like any other item should be ordered following Purchasing Guidelines to assure the best price. Barnes and Noble is the college’s official bookstore – they are the sole authorized vendor allowed on campus to sell texts and related college items to students. If there is a need to purchase textbooks, those authorized to purchase texts must following these guidelines. Indicate in the Purchase Requisition that the books are for students.

Office Supplies: Staff who purchase office supplies in lieu of ordering through the normal requisition process must provide sufficient justification for purchasing from an outside vendor (a vendor not on a State Contract). Departments must use the MarketPlace in CUNYbuy to purchase Office Supplies from S & B Office supplies. This method does not require a PO, the requisition goes straight to the vendor. This method of purchase requires the department to submit items in a cart then check out similar to any online store. Some items may be restricted. Restricted or items not available on MarketPlace the Department must submit a CUNYbuy requisition and follow the procurement process.

Reimbursement for these expenses is not guaranteed. Departments should not purchase fax or printer toner from office supply vendors. State contract vendors such as Hewlett Packard and CDW should be used to purchase toner.

Goods and services should not be ordered until a purchase requisition has been received by Purchasing along with documented bidding (where required). This will ensure compliance with the procurement guidelines.  Any requisition submitted without the required documentation will be returned to the department.  Purchases less than $250 are the lone exception.

Departments should plan their expenses and consolidate their purchases when ordering the same or similar goods from the same vendor. The monthly submission of requests for the same or similar goods purchased in previous month(s) is not allowed and is considered split ordering.  Staff time can be more useful and efficient submitting requisitions on a cyclical basis.

The Purchasing department must be notified as soon as possible of cases that require emergency purchases.  The Purchase Requisition* in cases of emergency must provide supportive documentation. Purchasing will work with the department to ensure that the goods or services are obtained by issuing a confirming Purchase Order*.   In such instances the departments must provide the Purchasing Office and Accounts Payable with the supporting documentation as soon as it is available in order to ensure prompt payment to the vendor.  Unforeseen needs in the form of goods or services still require adherence to the appropriate procurement requirements (the receipt of bids, justification of need statement, etc.).

Note: Departments have no authority to establish accounts with Non-State Contract Vendors on behalf of Hunter College.

Accounts Payable is responsible for issuing payment for valid invoices that have been reviewed by the department and forwarded to Accounts Payable with the appropriate back-up documentation. The following is a summary of the items required to initiate payment:

• Goods: An original packing slip is required as proof of delivery. The original invoice, the original packing slip and a signed and dated receiving report* for both complete and partial deliveries.
• Services: Payment for services performed or maintenance contracts that are charged against a Purchase Order* or contract require receiving report* stating that the services were performed satisfactorily. A receiving report* is required for each payment in addition to the original approved invoice for a recurring monthly charge or partial payment.
• Confirming Invoices: Only an original invoice or vendor issued certified copy of an invoice is acceptable for payment processing. Confirming purchase requisitions submitted without the required documentation will be returned to the department. (These regulations apply to all confirming orders, either processed through the Imprest/Petty Cash Account or those requiring a purchase order to be issued)

Departments who require additional assistance or information regarding vendor and payments to individuals should contact the Accounts Payable office.

Hunter College departments must follow the approved Student Award process to ensure compliance with CUNY policies and timely student payments.

Departments contact the Accounting Office to:

• Confirm balances
• Note chartfields/account info for payment

Departments contact Bursar and Financial Aid to confirm that the student can receive funds directly:

• If a student owes a balance in the current term, funds must go through Financial Aid and be applied directly to the balance.
• If funds are going through Financial Aid, the student must have a FAFSA on file or complete one.

Departments enter student information into the spreadsheet and email as follows:

• Subject line: Financial Aid/Bursar Clearance
• Send to: sships@hunter.cuny.edu, aman@hunter.cuny.edu
• CC: jose.diaz69@hunter.cuny.edu, ap1781@hunter.cuny.edu

Download the Award Clearance Spreadsheet Template

Students receiving student awards must be registered as vendors in CUNYBuy.

Purchasing will only initiate competition-based Student Awards that qualify for vendor registration in CUNYBuy.
Vendor Registration – Step 1: Email vendor-requests@hunter.cuny.edu with:

• Completed spreadsheet: Download Spreadsheet Award Recipients
  Student award letter: Download Student Award Letter SAMPLE
  Addressed to the student (includes student’s full name)
• Award details – name of award, amount
• Clearly states how the student won the award
• Dated
• Do not use the following terms in award documentation:
  • “Scholarship”
  • “Grant”
• Do not specify how the awarded funds should be used
• Use correct terminology and follow submission guidelines to avoid rejections.

Vendor Registration – Step 2: Purchasing Initiates Registration in CUNYBuy

• CUNY VMU reviews the request
• An automated email is sent from: donotreply.cunybuy@cunyfirst.cuny.edu to the student to complete registration

Vendor Registration – Step 3: Student Completes Registration

• Student provides their contact information, address, and other necessary details
• CUNYBuy’s registration process will guide them step-by-step to input all required information
• While registering, students can enter direct deposit information to receive funds electronically instead of by paper check
• If the student does not complete registration, they will not be entered in CUNYBuy and will not receive their award

• Student award letter
• Confirmation from Bursar/Financial Aid that the student is cleared to receive payment directly
• Non-PO voucher form for each student with student info and account details
• Department can sign the form or send an email authorization

After Accounts Payable processes the payment voucher:

• Students will receive payment in a few days if they registered for ACH

Paper checks are printed weekly:

• Mailed to the address the student provides unless they specify pickup
• Check pickup times will be scheduled by appointment
• Only the student can pick up the check unless they authorize the department or someone else to pick it up

• Student Award Training – Zoom Recording​
• Student Award Training
• Student Award Process Flowchart
• Department Award Clearance template
• Approved student award letter SAMPLE
• Faculty process Information for award
• Spreadsheet award Recipients
• Student CUNYBuy Registration Guide​

• Funding source for the payment
• Vendor’s full legal name (include any DBA name, if applicable)
• Vendor’s email address (for companies, provide a contact person)
• Residency status (U.S. citizen/permanent resident or foreign national)
• (Foreign nationals have additional requirements—contact us before engagement)
• Description of goods or services
• Completed and signed Substitute W-9 - https://www.cuny.edu/wp-content/uploads/sites/4/page-assets/about/administration/offices/budget-and-finance/resources/CUNY-Substitute-Form-W9-190701.pdf

• CUNYBuy Invitation: Once entered into the system, the vendor receives an email from CUNYBuy (donotreply.cunybuy@cunyfirst.cuny.edu) with a registration link.
• Vendor Registration: The vendor completes their registration and uploads required documents (e.g., W-9 with wet signature).
• Review & Approval: VMU reviews the submission. Once approved, the vendor is officially registered and added to CUNYBuy.