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)

*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