Processing Fiscal 2015 Requisitions in CitiBuy in June of Fiscal 2014

Process Overview

CitiBuy requires the assignment of requisitions to a specific fiscal year. Individual requisitions cannot be
split between two fiscal years. CITYDynamics must create Fiscal 2014 accounts for CitiBuy before you can start
to create Fiscal 2015 requisitions. CitiBuy will post a News item when you can begin.

To assign a requisition to Fiscal 2015, requestors must use the dropdown for Fiscal Year on the General Tab of a
new CitiBuy requisition. The following sample shows the location of this dropdown.

Requisition Short
Number: Description*:
Status: 1RI - Requisition In Progress (When User request is Fiscal Year:
2014
created)

All Fiscal 2015 purchase orders that result from Fiscal 2015 requisitions that were processed in June, 2014 will
be encumbered in CITYDynamics and sent to vendors after the new fiscal year begins in July. Receipts, invoices,
and payments cannot be processed until purchase orders reach this "Sent" status.

Timely Payment of Vendors

Please do not request delivery on a Fiscal 2015 purchase order until after the Fiscal 2014 purchase
order has been sent to the vendor on July 1, 2014. Once you have taken delivery, you must create receipts in
CitiBuy and approve them for invoice. This builds permit-to-pay for BAPS to approve the invoice for payment.

Process by Type of Requisition

There are three types of procurements that can be impacted by this process. They are listed below along with a
summary of the actions that you will be able to take.

1. Open Market (one-time) Needs Crossing Two Fiscal Years:

a. Decide on a common Description for both of the following requisitions.
b. Create a Fiscal 2014 requisition that covers your needs thru June 30, 2014.
c. Clone the Fiscal 2014 Requisition above to start the creation of a Fiscal 2015 requisition that
covers your needs after June 30, 2014.
i. Reference the first, Fiscal 2014 requisition number in a CitiBuy Note.
d. Return to the Fiscal 2014 requisition.
i. Reference the second, Fiscal 2015 requisition number in a CitiBuy Note.

2. Open Market (one-time) Needs for Fiscal 2015:

a. Create a Fiscal 2014 requisition that covers your needs after June 30, 2014.

3. Master Blanket Contract Needs Crossing Two Fiscal Years:

a. Create Fiscal 2013 Release Requisitions in Fiscal 2014.
b. Create Fiscal 2014 Release Requisitions in either Fiscal 2014 or Fiscal 2015.

When Fiscal 2015 requisitions reach the Bureau of Budget and Management Research (BBMR), they will show
no available funds in a yellow error message and will be approved by budget analysts based on their knowledge
of Fiscal 2015 appropriations and account numbers. CitiBuy will contain valid 26 digit budget account numbers
from both Fiscal 2014 and Fiscal 2015 to assist departments in selecting valid Fiscal 2015 accounts. If additional
Fiscal 2014 or Fiscal 2015 account numbers are required they should be requested from BAPS, through the
normal process by emailing Judy.Smith@BaltimoreCity.gov.
 Prioritization of Procurement Requests

Please understand that early requests for Fiscal 2015 procurements will compete with existing Fiscal
2013 procurements that buyers are working on. Clear communication with your agency buyer will be
important to ensure that your highest priority items are handled first — regardless of fiscal year. Agency
procurement priorities may have to be revisited more than once as the full scope of the work required for a
buyer to process a given procurement is better understood.

Frequently Asked Questions

1) What if I must have delivery on July 1, 2014 and will not have money in my budget until then?
a. Create a Fiscal 2015 Requisition and inform your agency's buyer that you have an urgent need.
0. Create a CitiBuy Note to explain and document the urgent situation for future reference.
b. On the General Tab of the requisition select a "Required By Date" of 07/01/2014. i. This will allow both
you and your agency buyer to use CitiBuy's Advanced Query to select both this date and Fiscal
Year 2015 to highlight requisitions that are more urgent than others.
0. The City of Baltimore requires all vendors to have an approved procurement instrument (i.e., a
purchase order or, if a under a master blanket purchase order, a release purchase order) prior to
providing goods or services. Entering into contracts verbally or without appropriate authorization
is prohibited. Any vendor who delivers services or goods to the City without a proper contract is
doing so entirely at their own risk.

2) Can receipts, invoices, and change orders still be created after July 1 for Fiscal 2014 PO's?
a. In most cases, the answer is yes.
b. If your agency fiscal office requested the liquidation of either all or part of the encumbrance associated with
a CitiBuy PO, the remaining balance on that CitiBuy PO will be cancelled and the PO will be closed.

3) Why can't my buyer send a final Fiscal 2015 PO to a vendor prior to July 1? a. Even if
your buyer has finished work on the PO, the budget for Fiscal 2014 has not been approved.

4) What if I must have delivery by July 1 to guarantee grant reimbursement?

a. This urgent situation exposes your agency to having to pay with unbudgeted general funds.
b. In most instances, you should create a Fiscal 2014 requisition to address this issue.
c. Make certain that your agency buyer has all of the details needed for this procurement.
d. Contact your buyer, who will try to work with your vendor, if an award can be made in time.