Purchase Requisition Deadline for Fiscal Year End 2016

The creation and submission of purchase requisitions for fiscal year 2015-2016 is now closed. The last day that Purchasing can create POs for existing requisitions is Friday, June 10.  CUNY’s fiscal year closes on Thursday, June 30. In preparation for fiscal year-end closing, Purchasing and Accounts Payable (AP) will be performing a Fiscal Year-End Clean-Up of all CUNYfirst POs that have been fully received and paid but may have a remaining encumbrance or have no activity. Therefore, please review your department’s POs to determine if any of the stated scenarios apply. If so, please email Purchasing and Accounts Payable at purchasing@csi.cuny.edu or accountspayable@csi.cuny.edu, respectively, informing them to cancel or decrease your PO(s). Moreover, if you’ve created your final receipt for a final invoice, please inform AP to finalize the voucher.

The following documents are online for your guidance in the fiscal year-end clean-up process:

  1. New Department Expenditure Report – This report determines which requisitions/pre-encumbrances and purchase orders/encumbrances have payments made against them, as well as remaining or zero balances. This report also provides information for employee and non-employee reimbursements.
  2. Requisition/PO Budgetary Activity Reports (Reports 8001/8002) – This report provides PO liquidated amounts, remaining balances, and expenditures. Please review your POs to ensure that all items have been received. If not, please follow up with the vendor to confirm delivery. All goods/services must be received on or before June 30, 2016. Please email Purchasing to increase, decrease, or cancel PO(s).

    During the fiscal year, these reports should be utilized to monitor your expenses. When running the report, please use your CUNYfirst five-digit Department Code, Fiscal Year, and a specific date range.

    NOTE:  Please cancel all requisitions (pre-encumbrances) in CUNYfirst that will not be processed in fiscal year 2016. Purchase requisitions for fiscal year 2016-2017 must be created and submitted on or after Friday, July 1.

    Reminder, the last day to place orders for office supplies through Proftech is Friday, June 10.

    Should you have any questions or if we can be of further assistance, please do not hesitate to contact Purchasing at 718.982.2450, Accounts Payable at 718.982.2483, or me at 718.982.2460.

    Thank you, in advance, for your cooperation.