FY16 Year-End OTPS Expenditure Suspension

To: The York College Community From: Purchasing Department Subject: 2015-2016 OTPS Expenditure Suspension Date: January 29, 2016

In preparation for the 2015-2016 fiscal year-end closing, all purchase requisitions, including those for purchases which are supported by Materials Fees, must be entered and budget approved by March 18, 2016.  All 2016 departmental budgets are fully allocated and available for purchases. All items purchased must be delivered to the college by  Thursday, June 30, 2016. 

In addition, please be advised that purchase requisitions entered into CUNYfirst after March 18th, 2016 may not be processed.  The suspension of OTPS purchases for the remainder of this fiscal year does not apply to purchases made through the http://proftech.ediversitynetwork.comaccounts.  Purchases made through Proftech.com will be suspended on Friday, June 3, 2016, after which all Protech accounts will be frozen.  All purchases from Proftech must be received on or before Thursday, June 30, 2016.

Currently , if you have any invoices for goods or services provided under your existing Purchase Order that have not already been submitted, please do so as soon as possible.  Once the goods and services are received or rendered the receiving report must be signed and uploaded into CUNYFirst.  The signed original copy must be submitted to Accounts payable for payment to be processed. 

Purchases made through the Auxiliary, Association, Foundation and the Queens EOC (i.e. soft money purchases) will be suspended on Friday. April 22, 2016.

If you need assistance with entering a purchase requisition, please see  Rashmi Malesh in the  Business Office. If you have a Budget question, please see  Hasson Gordon in the  Budget Office.

 Thank you for your support with this important matter.

The Purchasing Office

How to Check the Budget Status of Requisition(s)

Periodically, each department should check the Budget Status of their requisition(s) via the  Managed Requisitions screen in CUNYfirst to monitor progress and ensure the requisition is not in budget error status. If the requisition is in budget error, please email Rashmi Malesh and Hasson Gordon to assist. The Subject line should read, "Budget Error, Dept.# _ _ _ _ _". In the email be sure to include the requisition number.

How To Manage Requisitions via CUNYfirst:

If you need help with managing requisitions, follow the guide located in the Purchasing Department's website or using the link below:

How to Manage Requisitions in CUNYfirst

Or:

Log into CUNYfirst and Navigate to Financials Supply Chain > eProcurement > Manage Requisitions.