Accounts Payable and Purchasing

Accounts Payable

Accounts Payable is responsible for processing payments to vendors, faculty, staff, and students in a timely manner in accordance with New York State law and CUNY Guidelines. We are also responsible for processing travel and expense reimbursements, non-travel out-of-pocket reimbursements, and honoraria. The SPS Fiscal and Business Operations Office serves as a liaison for SPS to the CUNY Accounts Payable Department, where payments are approved and processed.

Travel

The City University of New York adheres to State and City of New York rules and regulations. In all instances, travelers are expected to travel by the most cost-effective method while balancing cost, time, and safety. Full-time State employees may be issued a New York State Travel Card (T-Card). T-Card can only be used by the person in whose name they are issued.

Alternatively, employees may personally pay for approved travel and receive reimbursement after the trip. Transportation and lodging are booked via CUNY CONCUR while conference registrations can be secured via SPS Purchasing, purchasing@sps.cuny.edu. Each traveler must submit a signed CUNY Travel Policy (only one is needed). If a T-Card is being assigned to the employee, then the employee must sign the CUNY JP Morgan Chase T-Card acknowledgement form and send to accountspayable@sps.cuny.edu

Travel expenses are recorded in CUNYFirst via Travel Authorizations (TA). A Travel Authorization is created by the traveler in CUNYFirst prior to their trip. Travel Authorizations documents supervisor review and approval of the proposed travel and funding source. Please see the travel documents below for additional information.

Non-travel, Out-of-Pocket Expense Reimbursements

Non-travel, out-of-pocket expenses are purchases made directly by the employee which are later reimbursed by SPS. Out-of-pocket reimbursement requests should be submitted via the “Out of Pocket Request Form” and must be reviewed and approved by the employee’s supervisor and the Associate Dean for Administration and Finance prior to the purchase of any goods. SPS cannot guarantee reimbursement of out-of-pocket expenses that have not been preapproved. The employee forwards the signed form, proof of payment for all transactions and any other supporting documents to accountspayable@sps.cuny.edu. Accounts Payable audits the documents and creates the non-travel out-of-pocket expense report for reimbursement. Please note that CUNY SPS is a tax-exempt organization and cannot reimburse employees for any sales tax.

Please see links below to:

For any additional inquiries or questions please contact Accounts Payable.

Important links:

Purchasing

The primary mission of the CUNY Central Purchasing Office is to ethically and efficiently procure and receive quality goods and services at the best prices and value in compliance with the policies, procedures, and guidelines of The City University of New York and the State of New York. They are committed to providing outstanding customer service as well as opportunities to qualified and responsible vendors.

Purchasing for our School is handled through our Fiscal and Business Operations Office acting as liaisons to the Central Office Purchasing Office. The various aspects of procurement and purchasing are subject to the requirements mandated by CUNY and New York State Comptrollers.

Important: Only The Central Purchasing Office can obligate the College on matters of procurement through the issuance of duly authorized Purchase Orders and contracts.

Procurement Policies and Procedures

Catering and onsite meals

Training Materials and Procurement Resources

CUNYBuy (eSupplier)

P-Card (J.P. Morgan)

If you have any questions or concerns, please feel free to reach out to the Business Office and we will do our best to assist.

*Please use Adobe Acrobat when completing PDF forms to avoid any compatibility issues.