Information for Departments

Announcements

  • Deadline to submit winter 2021, spring 2021, and summer 2021 schedules extended to June 15.

  • New electronic process for declaring a major/minor is in place (instructions below)

  • Spring 2020 grades can be submitted from May 14 through May 28: more information

Campus Access Request

  • Complete Campus Access Form below for ONE-TIME or occasional access to campus

  • All requests must be submitted 3 business days in advance except for emergency cases

  • Once your request has been reviewed by the Office of the Provost, you will receive an email with further instructions

    • If approved, individuals must enter their appointment request on the calendar at least 48 hours in advance of the actual appointment time except for emergency cases

    • Before you can access campus, you must complete two screening questionaries through the CUNY Mandated EVERBRIDGE App and QCA20/ Proxyclick App

  • Campus Distribution is open Mondays – Thursdays: 9:00 am – 1:00pm

  • Departmental mail and package pick up should be arranged by contacting 718-997-3040 or mwhite1@qc.cuny.edu

  • Public Safety’s Standard Operating Protocol must be followed while accessing campus

Parking Decals for 2020-2021

From Human Resources

Faculty Leaves

CUNY has issued guidance linked to an agreement reached with the Professional Staff Congress, which recognizes the impact of the COVID-19 pandemic on faculty.

Key Request for New Faculty/Staff (COVID-19)

For New faculty and staff who have been granted access to campus during COVID-19 and need copies of keys to gain entry to offices, labs, etc.., please following the instructions below.

The dean should email the two locksmiths: Husni Darwish & Reuben Borrerro and copy Beth Lamana and provide the following information:

  • Faculty Name & email

  • Department

  • Building & office/room number

The locksmiths will notify the faculty member when the key has been cut and available for pick up at the main gate.

Process for declaring a major/minor

In an effort to facilitate the declaration of major/minor processes during this transition time, effective immediately, the QC Hub will accept any communication from the Academic Department Chair and/or their assistant designee from their QC email account (whether it be a copy of the Declaration of Major/Minor form – which can be found on the Registrar’s website, an Excel file or an email) to approve the declaration of major or minor for any QC student. Please ensure that the student’s full name, CUNYfirst ID number and student’s QC email address is included in the subject line and in the body of the communication.

The communication/form should be emailed to QCHub@qc.cuny.edu from the Academic Department Chair and/or their assistant designee using their QC email as an authorization to declare the student’s major.

The new major/minor will be updated in CUNYfirst on June 1, 2020 in the order in which they are received. This starting date will prevent any negative impact on a student’s financial aid award for Spring 2020. The exception to this effective date will be a request by an Advisor from Academic Advising Center, SEEK, MHC, Transfer Honors Program, and the Office of Veterans Affair (all of which must adhere to other specific programmatic deadlines).

As soon as departmental approval is received, students will receive the following message: (note: the effective date listed in the student email may vary and is dependent on a receipt of an exception request from the one of the above offices),

We have received Departmental Approval to process your Major/Minor Declaration form. Please note that we will begin updating CUNYfirst on June 1, 2020 in the order in which the approval was received. You can review your CUNYfirst record in mid-June to confirm that your record has been updated. You may contact us via email at QCHub@qc.cuny.edu if you have any questions.​

The creation of an online web-based form is currently in progress, and the above procedures will remain in place until one is developed.

COVID-19 Screening Policy Update

From the Office of Communications and Marketing:


The New York State Department of Health (DOH) has revised the COVID-19 testing protocol for their sites to now include all classifications of essential workers beyond first responders and health care workers. The categories of workers that are eligible for testing has been expanded considerably to include child care workers, counselors, maintenance and janitorial/cleaning workers, security personnel, and educators (teachers/professors), among many others. This new protocol offers an opportunity for many of our essential staff to be tested.


Individuals who fit the prioritization categories and do not currently have access to testing should call the New York State COVID-19 Hotline at 1-888-364-3065 or https://covid19screening.health.ny.gov/ to be screened for eligibility, and if eligible, to have an appointment scheduled at a DOH testing site. There are DOH sites set up across the state, including within New York City's five boroughs.


For more information, go to www.qc.cuny.edu/CS/Emergency_Fund/2020_Corona_Get_Tested_Flyer.pdf.

COVID-19 Related Expenditure Tracking

We are required by CUNY Central to track all college expenditures related to our preparation and response to COVID-19. The Budget Office has established a new Program Code 80431 in CUNY First to facilitate the tracking process.

Please follow the instructions for Academic Division or Non-Academic Division.

Also note this important spreadsheet for tracking: https://drive.google.com/file/d/17756fQdMucueTGqECu-DgU5yKXaZ6f-1/view

ACADEMIC Departments

Please follow these steps:

The Funding Source must remain 99999 (default).

To accommodate the coding we have designated for the Academic area to use Dept 70040 with the following Chartfields:

Dept 70040

Oper Unit 9999

Fund 10

Program 80431

MP 100

Sp Init 9999

Fnd Src 999999

Covid 19 related procurement. “Please ensure that there is sufficient budget to cover these expenditures.” In order to do that:

1. Submit Covid -19 Academic transfer form (attached) from your departmental account to dept 70040 to the appropriate OTPS account, 80120 Supplies & Mat., 80122 Contractual Services, or 80123 (Equipment). The transfers received are completed on a daily basis and departments will receive an e-mail confirmation when the transfer is complete.

2. After confirmation of the budget transfer, process the procurement using the Department 70040 chartfields in CUNYfirst.

NON-ACADEMIC Departments

Please follow these steps:

The Funding Source must remain 99999 (default).

To accommodate the coding we have designated for the Non-Academic area to use Dept 80037 with the following chartfields:

Dept 80037

Oper Unit 9999

Fund 10

Program 80431

MP 355

Sp Init 9999

Fnd Src 999999

Covid 19 related procurement. “Please ensure that there is sufficient budget to cover these expenditures.” In order to do that:

1. Submit Covid -19 Academic transfer form (attached) from your departmental account to dept 70040 to the appropriate OTPS account, 80120 Supplies & Mat., 80122 Contractual Services, or 80123 (Equipment). The transfers received are completed on a daily basis and departments will receive an e-mail confirmation when the transfer is complete.

2. After confirmation of the budget transfer, process the procurement using the Department 80037 chartfields in CUNYfirst.

FY 2020 Tax Levy Deadlines and Statewide Financial System Year-end Close

From Bill Keller, Vice President for Finance and Administration:

Statewide Financial System Year-end Close

New York State will be conducting its year-end close activities from approximately March 31 through April 1, 2020. The statewide financial system will not be available to CUNY during this time period. Purchase order and voucher payment processing through CUNYfirst to NY State-registered vendors and employees will be on hold during this time period.

  • The deadline to submit receipts in CUNYfirst and documents to Accounts Payable with all supporting documentation to be vouchered is March 19, 2020.

  • Please ensure that all expense reports are submitted and fully approved in the Travel & Expense module by close of business on March 19, 2020. This will allow for timely expense reimbursements.

  • Note: CUNYfirst will be available during this time. CUNYfirst receipts may continue to be created during this blackout period, but payment vouchers will not be submitted to the state until April 1.


FY 2019 Tax Levy Deadlines (subject to change)

The deadlines must be strictly adhered to:

March 19, 2020: Last day to submit receiving reports to be paid before SFS Blackout period.

May 6, 2020: Last day to submit fully approved and budget checked Purchase Requisitions for FY20. Note: Equipment, furniture, or any other items that cannot be delivered or rendered by 6/30/20 will be processed in FY2021.

June 10, 2020: Last day to place orders through Staples/Proftech.

June 10, 2020: Last day to request purchase order decreases or cancellations.

June 30, 2020: Last day for receipt of goods/services for fiscal year 2020.

July 8, 2020: Last day for submission of fully approved Fiscal Year 2020 expense reports in CUNYfirst for travel incurred in June 2020.

July 15, 2020: Last day for creation/submission of CUNYfirst receipts to Accounts Payable.

If you have any questions, please call Accounts Payable at 718-997-4590 or Purchasing at 718-997-5760.

Fiscal Year 2019-2020** Budget Reports

Fiscal Year 2019-2020 Budget Reports – Budget Allocations (eBA), OTPS, Temp and Adjunct - are now available at the MyQC Budget Report Center. To access the reports, please copy the link below into your browser and use your MyQC username and password to login.

https://myqc.qc.cuny.edu/collabs/budget/

Full time salary information should be ignored.

To view your current OTPS budgets and expenses in CUNYfirst, please follow the steps in the attached Training Guide. If you need detailed information, please contact my Office.

The attached transfer form can be used if you need to move funds.

**IMPORTANT**

The improper cancellation of adjuncts results in overpayments. To ensure University payroll is properly notified of cancelled appointments please follow the step by step procedures below:

All cancellations should be submitted as soon as possible to avoid overpayments.

  • If your ePAF is still pending OHR approval, you can simply navigate to the ePAF and click the “Cancel this ePAF” button.

  • If your ePAF has already been approved by OHR, you must complete the following steps:

    • Change the hours to “0”

    • Confirm the total cost is “0”

    • Click the “Cancel” checkbox in the Course Information field for all courses being cancelled

    • Enter a comment regarding the change

    • Choose a reason from the dropdown menu

    • Click the “Update and Resubmit” button

Additionally, any other changes or corrections to the appointment should be submitted as soon as possible to guarantee accurate payment.

  • If your ePAF is still pending OHR approval please use the “Recall” function to make the required changes, update and resubmit the form.

  • If your ePAF has already been approved by OHR, you must initiate any changes from the “Completed by OHR” section of the system

Please note that employees with non-teaching adjunct appointments will not be able to enter their hours into PR Assist if their ePAF has not been received and processed by OHR. In order to avoid any delay in payment, please ensure that ePAFs and any other required documentation are submitted to the Office of Human Resources by the due dates indicated above.


Questions may be directed to Joseph Loughren, Assistant Vice President for Finance and Budget, at (718) 997-5910.


Important Files:

Training Guide - Checking Budget Balances: https://drive.google.com/a/qc.cuny.edu/file/d/1KN_iLwII2I-ORnYW0y2wbCk2UPmXq9Ay/view?usp=sharing

Budget Transfer Request Form: https://drive.google.com/a/qc.cuny.edu/file/d/18UNURVSJtHnwnpQW57iAzxMfCMttb0Uj/view?usp=sharing


Human Resources - Adjunct ePAFs for Spring 2020

As part of the most recent PSC contract, adjunct salaries were increased and the process for applying professional hours was revised. The ePAF program has recently been updated with the new rates. In order to ensure accurate payments, you will need to resubmit all of your approved ePAFs in order to apply the required professional hours and to refresh the rates so that the total cost on each ePAF is correct.

Please resubmit each teaching adjunct, NTA or adjunct CLT ePAF for your department and refresh the rate by changing the listed rate to “-Select-“ and then reselecting the appropriate rate from the dropdown menu. Also, please add the appropriate number of professional hours based on the chart below.

Any new ePAFs created and submitted should also have the rates refreshed and follow the new professional hours structure.

For more information, check this chart.

Fall/Winter/Spring/Summer

Paid office hours will be capped at 45 per semester at any single college

If an adjunct teaches at two colleges, paid office hours will be capped at 45 at the first and 30 at the second college

Contact the Office of Human Resources at(718) 997-4455 with questions