The Reimbursement and Procurement (RP) team initiates transactions in both Concur and ShopBlue on behalf of faculty and staff for reimbursements and procurement needs within the College. This team also provides helpdesk services for all questions related to travel, reimbursement and procurement.
Team Lead: Kim Brown
Team Members:
Reimbursement and Procurement Specialists
Reimbursement and Procurement Team | CAS Department/Office |
---|---|
Summary of support:
| Remaining in Department:
|
Point of contact to assist all employees with Concur preapproval and reimbursement submissions. Collect the required forms and receipts for reimbursement. | Contact team in advance of booking travel if preapproval support is needed. Set up RP team members as delegates in order to facilitate preparation of Concur travel booking and reimbursement transactions. |
Provide Travel Support for a variety of questions and processes including assistance with Concur navigation as well as questions related to booking travel in Concur and the Allowable Use of Funds Policy. Requests for support can be made through both email and phone. | Contact team in advance of booking travel with any policy and procedure questions. |
Card support in the case of turnover or coverage gaps. College-wide push for card holders in department support staff. | The department manages and facilities travel itinerary with perspective campus visitors. RF travel can be booked using Stovroff and Taylor Travel travel agency after establishing a Business Travel Account. |
Reimbursement and Procurement Team | CAS Department/Office |
---|---|
Summary of support:
| Remaining in Department:
|
Handles the purchasing of all commodities and services for the College community utilizing various funding sources within the ShopBlue System. | Contact the RP team before procuring items to ensure compliance with Allowable Use of Funds Policy, purchasing thresholds, allowable confirming received commodities, and all other procurement related questions. |
Manage communications between departments and Central Procurement, utilizing State, RF and UBF purchasing guidelines. | Utilize the team email or phone to contact with questions. |
Contact
Email: cas-reimbursement-procurement@buffalo.edu
Call: 716-645-1302
All Procurement Requests, must include:
For ShopBlue Procurement Requests, please also include:
For ShopBlue Payment Requests, please include:
For ShopBlue Standing Orders, please include:
For Lab Animal Requests, please include:
For Travel Pre-Approval Requests, please include:
For Travel Reimbursement Requests, please include:
For Non-Travel Expense Reimbursements, please include:
UB Employee | Non-Employee | |
---|---|---|
Airfare | Pay out-of-pocket and be reimbursed via Concur 100% before trip* | Pay with NET (Non-Employee Travel) card |
Lodging | Pay out-of-pocket and submit for reimbursement via Concur upon conclusion of trip* | Use one of the UB sponsored hotels for local lodging only to set up a direct bill and book reservations with that hotel. They will bill the department after the visit* |
Car Rental | NYS has contracted with Enterprise and National. This contract can be used for UB business travel. Employees can obtain a discount by booking directly on UB’s car rental website. They must pay out-of-pocket and can submit for reimbursement via Concur upon conclusion of trip* | Department Contact can use Enterprise Rent-A-Car or National Car Rental and have them direct bill the department for non employee’s rental car. -or- |
Parking | Pay out-of-pocket and submit for reimbursement via Concur upon conclusion of trip* | Pay out-of-pocket and submit for reimbursement via Department upon conclusion of trip |
Mileage | Accumulate Mileage and be reimbursed via Concur upon conclusion of trip | Accumulate Mileage and be reimbursed via Department upon conclusion of trip |
Meal Per Diem | Collect Per Diem for breakfast and dinner upon conclusion of trip and submit in Concur. See CONUS website for destination per diem amounts* | Obtain Pre-Paid Meal Card to pay Per Diems |
Registration Fee | Use State Pcard or pay out-of-pocket and be reimbursed via Concur upon conclusion of trip* | Use State Pcard or pay out-of-pocket and be reimbursed via Department upon conclusion of trip |
UB Employee | Non-Employee | |
---|---|---|
Airfare | Set up BTA with travel agency Stovroff & Taylor. Don't have a BTA? Set one up with Meg Mitchell, Director of Travel Financial Managemen | Set up BTA with travel agency Stovroff & Taylor. Don't have a BTA? Set one up with Meg Mitchell, Director of Travel Financial Management |
Lodging | Pay out-of-pocket and submit for reimbursement via Concur upon conclusion of trip* | Use one of the UB sponsored hotels for local lodging only to set up a direct bill and book reservations with that hotel. They will bill the department after the visit* |
Car Rental | NYS has contracted with Enterprise and National. This contract can be used for UB business travel. Employees can obtain a discount by booking directly on UB’s car rental website. They must pay out-of-pocket and can submit for reimbursement via Concur upon conclusion of trip* | Department Contact can use Enterprise Rent-A-Car or National Car Rental and have them direct bill the department for non employee’s rental car. -or- |
Parking | Pay out-of-pocket and submit for reimbursement via Concur upon conclusion of trip* | Pay out-of-pocket and submit for reimbursement via Department upon conclusion of trip |
Mileage | Accumulate Mileage and be reimbursed via Concur upon conclusion of trip | Accumulate Mileage and be reimbursed via Department upon conclusion of trip |
Meal Per Diem | Collect Per Diem for breakfast and dinner upon conclusion of trip and submit in Concur. See CONUS website for destination per diem amounts* | Obtain Pre-Paid Meal Card to pay Per Diems |
Registration Fee | Use RF AmEx or pay out-of-pocket and be reimbursed via Concur upon conclusion of trip* | Use RF AmEx or pay out-of-pocket and be reimbursed via Department upon conclusion of trip* |
UB Employee | Non-Employee | |
---|---|---|
Airfare | Use UBF American Express Card or Pay out- of-pocket and be reimbursed 100% via Concur before trip* | Use UBF American Express Card or Pay out-of-pocket and be reimbursed 100% via Concur before trip* |
Lodging | Use UBF AmEx Card or Pay out-of-pocket and be reimbursed via Concur upon conclusion of trip* | se UBF AmEX Card or use one of the UB sponsored hotels for local lodging only to set up a direct bill and book reservations with that hotel. They will bill the department after the visit* |
Car Rental | NYS has contracted with Enterprise and National. This contract can be used for UB business travel. Employees can obtain a discount by booking directly on UB’s car rental website. They must pay out-of-pocket and can submit for reimbursement via Concur upon conclusion of trip* -or- | Department Contact can use Enterprise Rent-A-Car or National Car Rental and have them direct bill the department for non employee’s rental car. -or-
-or- |
Parking | Use UBF American Express Card or Pay out- of-pocket and be reimbursed via Concur upon conclusion of the trip* | Pay out-of-pocket and be reimbursed via Department upon conclusion of trip |
Mileage | Accumulate Mileage and be reimbursed via Concur upon conclusion of trip | Accumulate Mileage and be reimbursed via Department upon conclusion of trip |
Meal Per Diem | Collect Per Diem for breakfast and dinner upon conclusion of trip and submit in Concur. See CONUS website for destination per diem amounts* | Obtain Pre-Paid Meal Card to pay Per Diems |
Registration Fee | UBF American Express Card or Pay out- of-pocket and be reimbursed 100% via Concur before trip | UBF American Express Card or Pay out- of-pocket and be reimbursed 100% via Department before trip* |
*Use the Reimbursement and Procurement (RP) Team to submit your travel reimbursements or pay the hotel direct bill on your behalf.
Download PDF of Travel Reimbursement Quick Guide According to Funding Source