cunyfirst procurement module

CUNYfirst Procurement Module

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Procurement Request Form Instructions Establishing or changing a

role in CUNYfirst’s Procurement module is a necessary step to grant system users the capability to purchase tax levy funded goods or services. The process for obtaining the necessary role(s) is a simple 3 step process which is detailed in this document.

The CUNYfirst Procurement User Access Form is located at: http://www.cuny.edu/about/administration/offices/CIS/security/cunyfirst/procurement-security-access-form.pdf

Page 1 Employee Information Section-TO BE COMPLETED BY USER: Regardless of your role you will have to fill out the top “Employee Information Section.” This must be filled out completely. Be sure to sign and then hand off to your manager. PLEASE BE AWARE – if this section is not completed entirely the request will be rejected. CUNY requires ALL fields be completed.

1. Enter the proper information for the user whose role is changing a. Last Name and First Name b. CUNYfirst Employee ID (Provided when the user claimed their account

in CUNYfirst) c. Job Title d. Business Unit/Campus

i. Hunter State Requisitions: HTRPR ii. Hunter City Requisitions: HCSPR

e. Department Name f. Work Phone and CUNY email address

2. Sign and Date the Form (DD/MM/YYYY) 3. Give to your manager

http://www.cuny.edu/about/administration/offices/CIS/security/cunyfirst/procurement-security-access-form.pdf

http://www.cuny.edu/about/administration/offices/CIS/security/cunyfirst/procurement-security-access-form.pdf


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TO BE COMPLETE BY USERS’S MANAGER: Role Assignment For a detailed description of user roles, View Hunter College CUNYfirst Procurement Requisition Process Overview http://www.hunter.cuny.edu/cunyfirst/repository/files/CUNYFirst%20Requisition%20Process%20Overview.pdf

Requester: If the user will create requisitions under their own name, they are a requester. A requester is defined by CUNY as the person who is responsible and accountable for purchases.

1. On page 1 under Procurement Roles check ‘Add’ or ‘Remove’ next to the Role Description ‘Requester.’

2. Scroll to Page 2- “Additional Information for Specific Procurement Roles”

3. Find the heading “1) For Requestor (To be verified by Supervisors/Department Heads). Work with your local Budget Office for assistance”

Available Roles Requestor Creator Requester’s Supervisor Departmental Approver Category Approver Receiver Inspector

http://www.hunter.cuny.edu/cunyfirst/repository/files/CUNYFirst%20Requisition%20Process%20Overview.pdf

http://www.hunter.cuny.edu/cunyfirst/repository/files/CUNYFirst%20Requisition%20Process%20Overview.pdf


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4. Fill out ALL 13 fields. If you are unsure how to fill these items out please contact your division’s financial coordinator or the budget office at 212-772-4541.

a. Supervisor Employee ID 8 digit CUNY Employee ID of the requestor’s supervisor

b. Location Requestor’s office # or cubicle code where goods are delivered

c. Ship To- the building in which the goods are delivered BW-137 Brookdale FA-105 MFA HN-C0021 Hunter Main Campus HU-LOAD 205 Hudson RH-C-01 Roosevelt SB-125 Silberman

d. Requestor’s Phone e. Requestor’s Fax f. GL Business Unit

HTRPR for State Procurement HCSPR for City Procurement HTRPR and HCSPR if ordering for both business units

g. Default Fund 10 or 11 typically

h. Default Department 5 digit department number for the requestor

i. Default Major Purpose 3 digit number

j. Default Operating Unit Typically 9999

k. Default Program Typically 99999

l. Default Funding Source Typically 999999

m. Default Special Typically 9999


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If no other roles need to be defined, proceed to page 3 Creator: If the user will be creating requisitions on behalf of another requester, they are a creator.

1. On page 1 under Procurement Roles check ‘Add’ or ‘Remove’ next to the Role Description ‘Creator.’

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2. Scroll to Page 2 titled “Additional Information for Specific Procurement Role” and complete section 2.

3. Enter the EMPLID of all existing Requestors who the new Creator will create requisitions on behalf of.

4. Enter the Name for all existing Requestors who the new Creator will create requisitions on behalf of.

If no other roles need to be defined, proceed to page 3 Requester’s Supervisor: The requester’s supervisor is responsible for the first in a series of approvals for new requisitions. ALL supervisors of requesters must have this role assigned.

1. On page 1 under Procurement Roles check ‘Add’ or ‘Remove’ next to the Role Description ‘Requestor’s Supervisor.’

2. No additional fields will need to be entered on page 2. The requestor associated with this supervisor will be defined in a separate form for the requestor.

If no other roles need to be defined, proceed to page 3 Departmental Approver: Department Approvers will approve a requisition and validate budget availability and department purchasing priorities. IF your department wants multiple layers of approval, one form will have to be filled out for each individual approver.

1. On Page 1 under Procurement Roles check ‘Add’ or ‘Remove’ next to the Role Description ‘Department Approver Level 1’ and/or ‘Department Approver Level 2’

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2. Scroll to Page 2 under section 3 of ‘For Department Approver (Level 1 and Level 2)’

3. Enter the new Approvers EMPLID 4. Enter the CUNYfirst Department ID number. If you are unsure of the

Department ID code please contact your division’s financial coordinator or the budget office at 212-772-4541.

If no other roles need to be defined, proceed to page 3

Category Approver: The Category Approver role is only available to users in IT, EHS or Facilities. If the user will be responsible for approving purchases for IT equipment, Facilities items, or EHS materials they are a Category Approver.

1. On Page 1 under Procurement Roles check ‘Add’ or ‘Remove’ next to one Category Approver Role.

a. IT, Facilities or Hazmat


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Receiver: The Receiver role is able to enter receipts for goods and services. Because Hunter College is using desktop receiving, all requestors are receivers of their own goods and do not require an additional form. A receiver would function as a backup to the requestor, possibly in the case where goods are delivered to a location that the requestor does not work.

1. On Page 1 under Procurement Roles check ‘Add’ or ‘Remove’ next to the Role Description ‘Receiver.’


Inspector: The Inspector role is only available to Category Approvers. CUNY defines Inspectors as one who inspects goods and services to ensure that goods and services accepted by the campus were delivered as specified and in proper working order.

1. On Page 1 under Procurement Roles check ‘Add’ or ‘Remove’ next to the Role Description ‘Inspector.’


Page 3 Primary List and Row Level Security:

1. Under the heading “Primary Permission List and Row Level Security is Required (HTR/HCS Only)” check the appropriate box based on the users business unit

a. CUFSDPAPHTR-Hunter College b. CUFSDPAPHCS-Campus Schools


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c. CUFSDPAPHTRALL-Hunter College and Campus Schools

Page 4 WorkStudy Payroll Taxes (Central Office - Only): You may skip this page. Information on page 4 of the form is only needed by CUNY Central and Purchasing.

Page 5 Approvals and Special Consideration: Employee

1. Complete all the fields in the section “For Employee” a. Last Name of employee b. First Name of employee c. Date of Security Activation

i. If adding a new role, enter the current date here d. Date of Security Deactivation

i. If removing a role, enter the current date here


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Manager of Employee

1. Complete all the fields in the section ‘MANAGERIAL REQUEST’ a. Business Unit

i. Hunter State Requisitions: HTRPR ii. Hunter City Requisitions: HCSPR

b. Department-10 digit number c. Requesting Manger Last Name d. First Name e. Requesting Manager Signature f. Date

Submitting the form: Once you have signed the form please submit to the helpdesk located on the 4th floor of Thomas Hunter. The Final approval will be obtained electronically by the helpdesk. Once the approvals are received and the roles added, the requester and the manager will receive a confirmation email from [email protected]. If you would like to check the status of your request or you have questions about the form, please feel free to email the Hunter Helpdesk at [email protected].

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mailto:[email protected]

mailto:[email protected]

cunyfirst procurement module

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