Reimbursement and Procurement Team

All Procurement Requests, must include:

• Your funding source and account number
• Your shipping address, city, state, zip
• The Supplier Name and Address
• The UB Business Purpose (you can find a complete list on ShopBlue e-Procurement under “Business Purpose”)

For ShopBlue Procurement Requests, please also include:

• Your quote(s)
• For state, anything over $2,499 requires two quotes or the Sole Source Justification Form 
• For UBF and RF, anything over $9,999 requires two quotes or the Sole Source Justification Form

For ShopBlue Payment Requests, please include:

• Your Invoice (The Allowable Commodities List of Confirming Received list items/services that can be paid after you have received the items/services)
• If not included on the list of Allowable Commodities, then please let us know why you are requesting an exception
• The date your service or merchandise was received

For ShopBlue Standing Orders, please include:

• The start and end date for your standing order
• The full amount you want encumbered
• If it is replacing an existing PO, please provide the PO# that is being replaced
• The reason why you need a standing order

For Lab Animal Requests, please include:

• Your Project-Task-Award number
• Your IACUC number
• The lab animal description (species, strain, age/weight and gender)
• Indicate if it is a standing order or one-time order
• The dates of the standing order if applicable
• The amount encumbered for the standing order if applicable
• If it is replacing an existing PO, please provide the PO# that is being replaced

• Make sure you have made our team specialists delegates in your Concur profile! Read how to assign someone a delegate. This document includes the names of people you need to assign as your delegates.
• Indicate your request type: travel pre-approval request, travel reimbursement, or non-travel reimbursement

For Travel Pre-Approval Requests, please include:

• Your funding source and account number
• Your requested dates of travel
• The purpose of your UB Business travel (such as a conference, seminar, development, etc)
• The travel destination address, city, state, zip, country
• Estimated travel costs for things such as airfare, hotel, parking

For Travel Reimbursement Requests, please include:

• Indicate if you have an approved request in Conur
• Your funding source and account number
• Your travel start date and time
• Your travel end date and time
• The purpose of your UB Business travel (such as a conference, seminar, development, etc)
• The travel destination address, city, state, zip, country
• All itemized receipts
• Supporting documentation for your reason for travel, such as an agenda, flyer, itinerary, invitation, etc.
• Indicate if you are taking the meal per diems or you have included your meal receipts
• Any useful notes, like you need to exclude a meal or your only want partial reimbursement for something.

For Non-Travel Expense Reimbursements, please include:

• The date and time of your purchase
• Your funding source and account number
• The itemized receipt
• If you are requesting reimbursement for a meal (such as a candidate lunch, or guest speaker dinner), please list all the attendees and their affiliation (faculty/staff; guest; partner)