Accounts Payable

Tax Levy Restrictions

State Funds are to be used only for the actual, ordinary and necessary expenditures that occur in the best interest of CUNY’s business operation. Unallowable Tax levy expenditures include but are not limited to:
- donations/contributions
- entertainment (including parties, receptions, welcome, retirement & award ceremony)
- fines/penalties
- fundraising
- lobbying
- goods/services for personal use
- wine/liquor
- gifts/gift cards
- and any other expenses that are deemed unacceptable.

 
 

Accounts Payable

The Accounts Payable Department

In compliance with the Federal, State and local policies that govern CUNY colleges, the Accounts Payable Department is responsible for the processing of payments from the Graduate Center’s OTPS tax levy budget. Purchase orders, invoices, receiving reports, packing slips and NY State Vouchers are checked and reviewed for completeness and accuracy before the expenditures are recorded in CUNYfirst and charged against the user department’s allocations. The transactions are then bulk loaded to the Statewide Financial System where they are audited and payments are generated by the Office of the State Comptroller.

The Accounts Payable Department is also responsible for processing travel and personal reimbursements, honoraria, student stipends, maintaining the petty cash account, creating and managing vendor requests, security access roles, as well as the Travel and Expense profiles for all expense users. Most of those business processes are performed in CUNYfirst, where they are grouped under three different modules: the Procurement module, the Travel and Expense (T&E) module, and the Procurement-Other (P-Card) module.

The Accounts Payable Office is located in room 8105 and can be reached at 212-817-7620 or by email: accountspayable@gc.cuny.edu. Please feel free to email your feedback and suggestions.

Business Procedures for the Procurement Module

All college acquisitions with the exceptions of a valid credit card purchase and a pre-approved emergency purchase require a requisition in CUNYfirst. Please refer to the following:

1.  For a U.S. Citizen or Permanent Resident who is NOT a CUNY Employee: Verify that the payee is already setup in the CUNY Vendor file (Set ID: STAPR). If s/he is not, complete the CUNY Vendor Registration Form and submit to the Vendor Management Unit.
     - Create a Purchase Requisition in CUNYfirst
     - Complete the NYS Standard Voucher
     - Complete the GD-5
     - Attach the supporting documents showing the business purpose of the request (original receipts, flyers, etc.) and send package to Accounts Payable.

2.  For a U.S. Citizen or Permanent Resident currently employed by CUNY, complete the following forms and forward the package to Accounts Payable:
     - The NYS Standard Voucher
     - The GD-5
     - The Employee Determination Worksheet
     - the supporting documents showing the business purpose of the request.

Note that if the individual is employed by a CUNY senior college the honorarium payment will be processed through Payroll.

For individuals employed by a CUNY community college the request will be forwarded to the Budget Office for a budget transfer to the ‘home’ community college where the payment will be processed.

3.  For a Nonresident Alien Individual:
     - Complete the NYS Standard Voucher
     - The GD-5
     - The Tax Compliance Notification Sheet
     - The NRA Visitor - Honorarium Payment Form
     - The Payroll Transmittal Form for NRA
     - The Glacier Tax Summary Report (Glacier is CUNY's online tax compliance system for nonresident aliens.
     - Attach any other required forms and/or document copies as per the Tax Compliance system, and submit package to Accounts Payable.

Business Procedures for the Travel and Expense Module


This module is designed for “CUNY Employees Only” who will be claiming travel and personal reimbursements. Please refer to the following guidelines.

  • To request access to the Travel and Expense module in CUNYfirst:

1. As an Expense User:
   - Complete the T&E User Access Request Form. Complete and sign the Employee Information section on page 1, and have your supervisor complete and sign the “Managerial Request” section on page 3.
   - Complete the CUNYfirst Employee Data Update Form
   - Return both forms in person or by interoffice mail to the Business Office, attention Angella Bowley (Room 8105.05) or Guy Gerald Fabre (Room 8401).

2. As a Proxy or a Supervisor/Delegate Approver:
   - Complete the T&E User Access Request Form. Complete and sign the Employee Information section on page 1, and have your supervisor complete and sign the “Managerial Request” section on page 3. Indicate in the “Comment” section the Expense User for whom the requestor will be acting as a proxy or delegate approver.
   - Return the form to the Business Office, attention Angella Bowley or Guy Gerald Fabre.

Business Procedures for the Procurement-Other (P-Card) Module

This module handles the reconciliation of P-Card, T-Card and NET-Card transactions in CUNYfirst. Please review the Corporate Credit Card Guidelines and refer to the following:

All signed hardcopies must be submitted to Accounts Payable for auditing and approving payments.

Other Business Process

The following business processes do not require any CUNYfirst entry from the requesting department. Please bring hardcopies to Accounts Payable.

  • Request Stipend/Scholarship/Fellowship:

   - Complete the Scholarship/Fellowship Award Form
   - Complete the NYS Standard Voucher
   - Complete the Determination of Residency Form
   - Attached the required additional documents as specified at the bottom of the form and submit package to Accounts Payable.

  • Request Travel Reimbursement for Non-CUNY Visitors:

   - Complete the NYS Standard Voucher
   - Complete the GD-11 (Revised) NEW
   - Complete the Statement of Automobile Travel if personal vehicle was used
   - Attach all original receipts and flyer of the event, and submit to Accounts Payable.

NYS Vendor Self Service


Vendors that receive New York State Vendor IDs will be responsible for ensuring the accuracy of their data on the Vendor File, which includes legal name, address, and contact information. It is important that all information is correct for payment processing. When changes are necessary, the vendor must take the appropriate steps to update the data on the Vendor File.

The NYS Vendor Self Service is the online application a vendor can use to maintain addresses and contact information, and check the status of a purchase order, invoice or payment. This online application is the preferred method to perform maintenance to a vendor’s account information on the NYS Vendor File.

Upon registration to the NYS Vendor File an email is sent to each vendor with instructions on how to enroll in the online Vendor Self Service application. If the email with instructions was not received, the vendor should contact the SFS Help Desk:

Phone: (855) 233-8363 or (518) 457-7717
Email: helpdesk@sfs.ny.gov

Important Documents, Forms and Links

Angella Bowley

Director of Accounts Payable
Graduate Center
Business Office
365 Fifth Avenue
New York, NY 10016-4309


Phone: (212) 817-7668