Reimbursement and Procurement Team

For all Procurement Requests, please include:

• Your funding source and account number
• Your shipping address, city, state, zip
• The Supplier Name 
• The UB Business Purpose (you can find a complete list on ShopBlue under “Business Purpose”)
• Necessary quote(s) or the Sole/Single Source Justification Form. Please refer to Purchasing Threshold website for guidance on the number of quotes needed.
• Web-Based Services Software Form is purchasing software
• Comment or email that your IT equipment has been vetted by CASet

For all Payment Requests, please include:

• Your Invoice and the PO# the invoice needs to be paid from. The RP Team will forward your invoice to central Accounts Payable and create the receiver in ShopBlue on your behalf. Remember, all goods or services need a prior PO established to pay the invoice. If a prior PO was not established, then the goods or services must be on the Allowable Commodities List of Confirming Received  in order to request payment in ShopBlue.
• If you have already received the goods or services and have been invoiced, but these items are NOT on the list of Allowable Commodities and you did not have a prior PO established, then please let us know why you are requesting an exception and what funding source you are using. Only UBF and RF funding will accept a confirming received exception. If you purchased the items on state without a prior PO, then please contact the RP Team to assist you. Please also include the account number.

For all Standing Order Requests, please include:

• The start and end date for your standing order
• The funding source and account number you are using
• 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 all 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

For all ShopBlue receivers, please include:

• The PO# that you need the receiver(s) created for
• The date you received the goods or services
• If you only received a partial order, or the order was received damaged, please indicate what was received or what was damaged.

• 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. This only needs to be an estimate and your final expense report does NOT need to match the amount you requested.
  

For all Travel Reimbursement Requests, please include:

• The name of the pre-approval travel request on your Concur profile
• If you did not submit a pre-approval travel request in Concur prior to your overnight travel, please let the RP Team know. The team will guide you on what form must be completed and the Exception Request to the travel policy that needs to be made.
• 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 itemized meal receipts. Please remember, you cannot submit for per diems AND meal receipts. Only breakfast and dinner is reimbursable. Lunch is not.
• Indicate if you need to exclude any meals (breakfast or dinner) from your meal per diem and the date you are excluding that meal.
• Any useful notes, for example, you are requesting partial reimbursement for something.
• All travel receipts must be submitted within 120 days of the end of your travel. If it is past the 120-day mark, then please let the RP Team know the reason it is late because an Exception Request for the travel policy will need to be filed.

For all 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 non-travel meal (such as a candidate lunch, or guest speaker dinner), please list all the attendees and their affiliation (faculty/staff; guest; partner).
• Supporting documentation for a non-travel meal (like an agenda, flyer, invitation)
• All non-travel receipts must be submitted within 120 days of the purchase date. If it is past the 120-day mark, then please let the RP Team know the reason it is late because an Exception Request for the Allowable Use of Funds will need to be filed.

*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