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  3. CUNYBuy: Creating a Payment Request (NTL)

CUNYBuy: Creating a Payment Request (NTL)

The payment request process for Non-Tax Levy entities is now in CUNYBuy. This provides an online Payment/Check Request process in which the creator initiates the request, then follows a requisition workflow (i.e., departmental approval, Accounts Payable (AP) review and approval and bypassing procurement and creating a dummy PO) to complete the process.

The online payment request process reinforces the university’s non purchase order limit of up to $1,000.

Before executing any process in CUNYBuy, validate or change the business unit to ensure that you are operating within the appropriate business unit for your procurement activities. This helps maintain accuracy, compliance, and proper financial management within the system.

Logging into CUNYBuy

CUNYBuy can be accessed from the following link using your single sign-on login ID (i.e., Fistname.Lastname01@login.cuny.edu).

Payment Request (NTL Only) Navigation

To begin the requisition process, locate the AP Use Forms section and select the Payment Request (NTL Only) icon.

Note: A Non-Tax Levy business unit (e.g., BKL03) MUST be selected to display the Payment Request icon. Use the Change BU option to select the business unit corresponding to the transaction.

Filling out a Payment Request

Step 1 – Upper Section

Complete the form by entering the required information in the Supplier Information and Remittance sections. If the supplier exists in CUNYBuy, use the Magnifying Glass to initiate a search or view existing supplier information.

The following fields will be populated once the supplier is selected:

  • Fulfillment address – will the payment be made electronically or by check
  • Remit to address – select address where check is being sent, if paying by check

 Complete the additional data required. Key fields include:

  • Supplier Invoice #: Provide the invoice number from the supplier’s document.
  • Invoice Date: Provide that actual date on the invoice
  • Invoice Received Date: Provide the date the invoice was received in Accounts Payable.
  • Accounting Date: This will default to the current date. During lapsing, this date needs to be reflected for prior year payments.
  • Invoice Amount: Provide the exact invoice amount here. 
  • Category Code: Select the correct category code from the drop-down menu.

Step 2 – Lower Section

The lower-half of the window allows to include internal support documentation using the Add link. Click the Add link and follow the prompts to attach documents. For example, if the request is for a payment of food, a list of attendees is required and must be attached.

As necessary, complete the Non-PO Processing section. Key fields include:

  • Check Handling: Select option – Mail, pickup or contact Department when ready.
  • Check Contact Name 
  • Check Pickup Name: If the check is to be picked up, identify the individual.
  • Check Pickup Date: The date the check is required.

Step 3 – Add & Go to Cart

Click the Add And Go To Cart button to save the cart and navigate to the Proceed to Checkout window.  To add another payment request before proceeding to the Shopping Cart page, select the Add to Cart option. The completed Payment Request form will display and another request may be added to the cart.

Step 4 – Proceed to Checkout

Once the Shopping Cart page displays, review the cart information then select the Proceed to Checkout option to enter required information to complete the payment request for submission.

Step 5 – Submit Request

Once initiated, a payment request follows the requisition workflow to collect general information (e.g., Justification, Ship/Bill To, chartfields, etc.) and must be completed prior to submitting the payment request. Follow the standard requisition creation process and provide:

  • General – Update requisition name and justification
  • Ship To – Enter address information
  • Bill To – Enter address information
    Note: When a default billing address is selected, the address is auto-populated and used for all transactions across business units associated to the user. Always verify and update the billing address based on the business unit for the transaction.
  • Accounting Codes – Enter chartfield information
  • Support materials – Add required documentation and comments

The Requisition Status panel identifies items required to be completed or must be corrected prior to submitting the request.

The Submit Request button enables upon completion of the required fields. Click the button to proceed.

Step 6 – Payment Request Through Requisition Workflow

After submitting the payment request through requisition workflow, it will route for both departmental and AP’s review and approval, however, it will not route to your campus purchasing office and will source to a dummy PO.

Experiencing Difficulties?

If you are having any difficulties with CUNYBuy at Brooklyn College, please reach out to sharedservices@brooklyn.cuny.edu.

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