This guide aims to outline the procedural steps for gaining specific roles in CUNYBuy, which is a critical component of the procurement process. Roles include, but are not limited to, “Creator,” “Receiver,” and “Department Approver Levels 1, 2, and 3.”
Roles
- Creator: Authorized to create requisitions.
- Receiver: Authorized to create receipts.
- Department Approver Level 1: Approval authority up to $2,500.
- Department Approver Level 2: Approval authority up to $10,000.
- Department Approver Level 3: Approval authority for amounts above $10,000.
If a user has a creator or department approver role, they will automatically receive the receiver role.
Procurement users are required to successfully complete the applicable CUNYBuy training in Brightspace or Blackboard prior to submitting the Procurement Access Request Form. User role / training information can be found at (CUNYBuy – Home (sharepoint.com). If you are unable to access the training material on Brightspace or Blackboard, please create a CUNY IT Help ticket.
Step-by-Step Procedure
Step 1: Obtain and Fill the Access Request Form
- Access the Procurement access request form.
- Make sure to download the file as viewing it via the browser will display the following “PDF viewer may not be able to display this type of document”. You can download the Adobe Reader to view the form.
- Ensure all necessary fields are accurately filled, paying particular attention to any mandatory sections.
- Make sure to specify all roles and business units that need to be added or removed.
Step 2: Indicate the Agreement Code or Sign
- On the Procurement access form, sign or clearly indicate the agreement code as a demonstration of your understanding and agreement to CUNY’s policies and procedures associated with the platform.
- To find your code:
- Log into CUNYFirst with your CUNY Login Credentials
- Click on “Employee Self Service”
- Click on “Other Employee Tasks”
- On the right click on “CF Confidentiality Statement”
Step 3: Obtain Managerial Approval
- After completing the form, secure the signature or email approval of your manager.
- If signed digitally/electronically please ensure to include the email with the signed signature.
In some cases, you might need additional signatures such as the Business Manager (Michael Lanza) and the Vice President of Administration (Alan Gilbert). The ASL will route the form once it is submitted via service now.
Step 4: Submit through Service Now
- Option 1: Direct Link
- With the form duly completed and managerial approval secured, proceed to submit the form through the Service Now platform via this Direct Link.
- Indicate whether the request is for yourself or if not, indicate the person it is for.
- Add any additional email addresses for notifications.
- Attach the completed and signed Procurement Access Form along with any additional documents (e.g., electronically signed approver email).
- Click on the “Submit” button located at the top.
- Option 2: Traditional way
- With the form duly completed and managerial approval secured, proceed to submit the form through the Service Now platform.
- Click on the “Login” button situated at the top-right corner.
- Use your CUNY login credentials to gain access.
- Once logged in, click on the “Catalog” button located at the top-right corner.
- Choose the tile labeled “Procurement Access Form.”
- Indicate whether the request is for yourself or if not, indicate the person it is for.
- Add any additional email addresses for notifications.
- Attach the completed and signed Procurement Access Form along with any additional documents (e.g., electronically signed approver email).
- Click on the “Submit” button located at the top.
- With the form duly completed and managerial approval secured, proceed to submit the form through the Service Now platform.
Step 5: Confirmation Email
- Upon successful submission, you will receive a confirmation email containing information for tracking the request.
Step 6: Additional Approvals and Timeline
- After submission, the Application Security Liaison (ASL) will handle the responsibility of procuring any further required approvals.
Please note that these requests are routed through Information Technology Services (ITS) and may take some time for processing, approval, and synchronization with the CUNYBuy platform.
Essential Resources
- Procurement Access Form: CF_Procurement_Access_Form
- Service Now Platform: Service Now Submission
Experiencing Difficulties?
If you are having any difficulties with CUNYBuy at Brooklyn College, please reach out to sharedservices@brooklyn.cuny.edu.