As you know, the State of New York and The City University of New York operate on different fiscal years. In preparation for the State of New York’s fiscal year end on Friday, Mar. 31, 2017, there will be a “blackout” period when all processing of purchase requisitions and vendor payments will cease while the State of New York goes through its fiscal-year-end closeout process. The anticipated “blackout” period is Friday, Mar. 24, 2017 to Wednesday, Apr. 12, 2017. Accordingly, all Departments are encouraged to plan in advance to ensure that remaining orders for goods and services required in support of current-year operations are submitted timely and prior to the “blackout” period. Departments should also ensure timely processing of payment requests for goods and services rendered and travel-related reimbursements.
Purchase Requisitions
The College’s purchase requisition deadline is Friday, Mar. 10, 2017. Please review your budget and identify any needs that you anticipate having for the remainder of the fiscal year and submit your requisitions via CUNYfirst. All purchase requisitions must be approved and budget checked. Also, please ensure that your purchase requisitions include all the necessary supporting documentation for processing. Purchasing will process purchase requisitions in budget-approved date order. Purchase requisitions submitted after the cutoff date are subject to rejection and may not be processed.
Voucher (Payment) Requests
It is essential that the College pay as many invoices as possible prior to the blackout period in the event that there are delays. All receipts for goods and services must be placed in CUNYfirst as soon as the item(s) are received and no later than Friday, Mar. 17, 2017. Please begin entering your receipts immediately, since we are anticipating a large volume of invoices during the final weeks of March as we work to process as much as possible before the system closes.
All reimbursement requests for travel through Tuesday, Feb. 28 should also be submitted prior to the start of the blackout period.
A recap of the key dates are as follows:
Friday, Mar. 10, 2017: Last day to enter FY2017 purchase requisitions
Friday, Mar. 17, 2017: Last day to enter receipts for goods/services already received
Friday, June 2, 2017: Last day to order supplies through Proftech
Friday, June 30, 2017: Fiscal year-end. All goods and services must be received to be a FY2017 expense.
Every effort will be made to accommodate department requests. The Purchasing Office’s ability to do so is subject to State/CUNY-mandated procurement procedures, workload, and processing situations. Cut-off dates help to ensure adequate lead time for delivery of all goods and services that must be received by the end of the fiscal year.
When possible, a State, City, Department of Education (DOE), or Federal General Service Administration (GSA) contract should be used to facilitate the procurement. The Purchasing Office can assist you in determining availability of these contracts.
Should you have any questions, our Purchasing and Accounts Payable teams can provide further assistance:
Purchasing Department: 718.982.2450
Accounts Payable: 718.982.2483
Thank you, in advance, for your cooperation.
