Managing Complex Budgetary Processes at Brooklyn College

The Office of Budget and Planning oversees the Colleges 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

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

The Universitys 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.

Tax Levy / Income Funds Reimbursable (TL / IFR) Non-Tax Levy (NTL) Brooklyn College Foundation (BCF) Research Foundation (RF)

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

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

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

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

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 (EXT 5622)

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)

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

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 BC WebCentral and navigating to: E-Services > Restricted Administrative Applications > eProcurement Notes.

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.

Supplies Proftech is the College s preferred MWBE vendor for office supplies under New York State contract. Before funds are credited to your Proftech account: A complete CUNYfirst requisition 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 CUNYfirst requisition must be submitted. Tip:Create your department s Proftech requisition as early as possible once the new fiscal year budgets are available.

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.

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.

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

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.

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.

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.

Confirming Orders (after-the-fact requisitions) Signing Contracts/Agreements Assuming someone will fix it down the road!

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: EXT 5241 fbsc@brooklyn.cuny.edu

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)

eProcurement Workshop 1: How to Buy (Requisitions) eProcurement Workshop 2: How to Pay (Receipts) Introduction to Travel & Expense Travel & Expense Workshop Brooklyn College Knowledge