Dear CUNYBuy User,
Welcome to Fiscal Year 2027!
As we begin the new fiscal year, please take a moment to review the important changes outlined below.
1. New Software, Library Subscriptions, Rental and Lease Questionnaire
To streamline and simplify the completion of required procurement questionnaires, the
Software Purchase and Renewal Form and the
GASB Questionnaire have been consolidated into a single form: the
Software, Library Subscriptions, Rental and Lease Questionnaire. The questionnaire is required for all software (new purchases and renewals) that require IT review and approval, in addition to GASB review. Additional categories such as library subscriptions, vehicle leases, rentals (including expenses and taxes) and leases that require GASB review and approval must also complete the form. Users should not download and save this form as it may be updated from time to time. The form should be downloaded when ready for use.
Effective July 1, 2026, completion of this questionnaire is required for requisitions using the following category codes:
- 2510000000 – Motor Vehicle, Bicycle, Scooter, Motorcycle Leases
- 4323000001 – Non-Cloud Computing (Non-SaaS) Software Subscription License
- 5510151900 – Library Subscription
- 7214170000 – Rental of Construction Machinery & Equipment
- 8013000100 – Rental Expenses and Taxes
- 8013150000 – Rental of Land, Building, or Space
- 8016180000 – Rental/Lease of Copiers, Postage Machines, Printers, and Other Office Equipment
- 8111180500 – Cloud Computing (SaaS) Software Subscription License
New Process
Step 1 – End User Completes Questionnaire
The requester/end user must complete the offline Software, Library Subscriptions, Rental and Lease Questionnaire. As the individual most familiar with the product or service being acquired, the end user is best positioned to provide the information required for review and approval.
Step 2 – Requisition Creator Creates Requisition
The requisition creator must initiate the requisition by selecting the new Software, Library Subscriptions, Rental and Lease Form (Software, Library R/L Form) located under Procurement Forms in CUNYBuy and upload the completed questionnaire as supporting documentation.
Important: Failure to use the required CUNYBuy form and upload the completed questionnaire will result in the requisition being automatically rejected.
2. Updated Category Codes
Several category codes have been revised, and new codes have been added for FY27. When creating requisitions, please ensure that the selected code accurately reflects the item or service being procured.
It is important to note that the selection of an incorrect category code assignments may result in:
- Charges being posted to the wrong general ledger account
- Required approvals (GASB, IT, Asset, etc.) not being triggered
- Non-compliance with University requirements
- Audit findings and reporting errors
- Potential financial penalties to the university
Important: We have separated maintenance or support from both the cloud and non-cloud software category codes therefore all new requisitions that include software subscription and maintenance or support must now be created using two separate lines, one for the software and the other for maintenance or support.
New and Updated Category Codes
Status | Code | Description |
New | 4321150300 | Laptops & Tablets/iPads |
Updated | 4319000001 | Telecom System / Cell Phones – Equipment Only |
Updated | 4321000001 | Computer Hardware (Desktops, Servers, and Monitors) |
Updated | 4321020001 | Smart Classroom Equipment |
New | 4322263100 | Wi-Fi Hot Spots |
Updated | 4922000000 | Athletics & Sports Equipment |
Updated | 7210151100 | HVAC Maintenance & Service (No Equipment) |
Updated | 7214170000 | Rental of Construction Machinery & Equipment |
New | 7215150000 | Electrical Equipment Maintenance & Repair Services |
New | 7300000000 | Industrial Equipment Maintenance |
Updated | 8011160100 | Temporary Labor – Staffing & Sports Officials (Excluding Entertainment) |
New | 8011161900 | Temporary Labor – Entertainment Only |
New | 8011162100 | Temporary Labor – Royalties, License Agreements, Copyrights & Intellectual Property |
New | 8016150700 | Audio/Video, Network, Musical and Media Equipment Maintenance |
New | 8110170600 | Lab & Scientific Equipment Maintenance & Repair Services |
Updated | 8111180500 | Cloud Computing (SaaS) Software Subscription License |
New | 8111220000 | Software Maintenance (Cloud and Non-Cloud) |
Updated | 8111230300 | Computer Equipment Installation, Maintenance & Support |
New | 8516150000 | Medical Equipment Maintenance & Repair Services |
Need Assistance?
If you have any questions or concerns, please attend one of our online support sessions. The meeting links and schedules are available on the
Online Support Sessions page.
Thank you for your continued partnership and support. We look forward to serving your procurement needs throughout FY27.
Regards,
CUNYBuy Team