Business Guidance Related to COVID-19

Requestors work with their FPMOs to identify areas for installation asking the following Yes or No questions:

Y/N Only UB Faculty, staff and student approach this area

Y/N This reception area will be manned by one employee during the pandemic

Y/N Are you able to use phones, email, specific appointment times, videos, or videoconferencing to reduce the need for close personal contact in this area

Y/N Are you able to use queue lines or other barriers to maintain social distancing

Y/N Have you or will you post signs stating the social distancing guidelines

Y/N Are you able maintain at least six feet social distance in front of the person/area

Y/N Can the distance within the waiting line be extended to 6’

Y/N If so, can this area be marked (Use tape on the ground to indicate “line starts here”concept and placing tape marker at 6-feet intervals)

Y/N Are you able to provide the employee(s) working at the station hand washing breaks orhand sanitizer:

Y/N Are you able to eliminate/block seating to maintain 6’ social distancing within thewaiting area

If any of the above are NO, a physical barrier may be appropriate.

The FPMO submits a Renovation Request including:

• Will the physical barrier be permanent and remain after the pandemic?
• Does the physical barrier require a ‘pass through’ for documents?
• Does the physical barrier require specialized openings for credit card machines, etc.?
• We will assume that the barrier will be transparent, unless otherwise stated

Type of barrier requested

• Free standing
• Mounted on existing desk or surface
• Hung from the ceiling
• Added or mounted to an existing panel system

Master spreadsheet created with all requests (by C. Bailey)

a.placed in UB Box

b. Code review approval column and comments added

c. Cheryl Bailey to email code officials as new requests are added

Code Review takes place (S. Herberger and M. Hohle)

a. Site visit to includei.Review will include the placement of barrier

ii.Review wil l include the size of barrier

iii.Review will include the % of area of the barrier within the space

iv.Some barriers may require specialized materials based on the size requested

b. Approval and additional comments added to the spreadsheet and returned to box

c. Code officials to keep C. Bailey informed of code approvals

Once approved C. Bailey will contact FPMO with results:

a. Option 1: purchase from an outside vendor (purchasing will ensure that a code review was completed)

b. Option 2: build in-house within own department (e.g. Medicine, Engineering, Res Life, CDS and Architecture have own shops where barriers can be made)

c. Option 3: others departments build

2020-21 state operating budgets will be implemented on July 1 as scheduled. Each VP/Decanal area will also receive a one-time (fiscal) reduction equivalent to 10% of annual state operating funds in 2020-21.

Please work with your Resource Analyst if you have any questions.

Departments should continue to work with their Unit Business Officer (UBO) when conducting scenario planning in an effort to identify financial implications of potential strategies.

Resource Planning analysts continue to serve as a point of contact for resource planning efforts between UBOs and senior leadership.

To aid in planning and decision making Resource Planning has also collaborated with Office of Institutional Analysis (OIA) to provide senior leadership multiple scenarios of the potential enrollment impact on tuition, fee, and other revenues for Spring 2020 – Spring 2021 to the university. Resource Planning also continues to scenario plan the impact of the SUNY imposed expense reductions of 10% - 25% across all state funding sources.

UBOs should continue to work with their unit enrollment managers, department heads and senior leaders to understand any financial implications to their unit related to enrollment and the implementation of state spending reductions across all state sources.

Units should be scenario planning updated spending plans accounting for the 10-25% reductions, reviewing and accounting for all hiring plans, major purchases and capital projects.

General Guidance

• It is anticipated the university will continue to exercise good procurement stewardship
• All current procurement guidelines apply, as applicable Procurement Services will enact emergency procurement protocol
• Due to COVID-19, we are allowing purchases to be delivered to a remote address for purposes of academic or business continuity. We recognize that this is an exception to the university’s procurement policy, and will only exercise this activity during our response to COVID-19 as necessary. In all cases, purchases remain the property of the University at Buffalo. Goods must be consumed for university purposes or be returned to the university for further use
• Procurement Services is working with the incident response team in an effort to coordinate health and safety supplies centrally. When requesting emergency products, (e.g.) such as gowns or masks, put quantities and usage rates where possible, (e.g.) need 1000 and using 400 per week. Submit requests to emergencymanagement@buffalo.edu with a "cc" to the buyer. Please note the following units at the university have been prioritized for emergency related supplies, Student Health Center, Campus Living, University Police, and University Facilities
• Continue to create eReqs or ShopBlue POs
  •  Contact your buyer with any questions
• Buyers will select suppliers based on availability but, will not substitute products without permission
• Review specific guidance related to IT purchases
• Confirming received orders are no longer permissible when utilizing foreign suppliers. When engaging with a foreign supplier:
  • Contact Purchasing and Contract Services prior to finalizing a purchase
  • Purchasing and Contract Services will conduct a Visual Compliance (vendor audit) and obtain required vendor banking information
• Products from China maybe have outages or extended lead times
  • USA or other manufactured products requiring components from China have shortages and lead time delays
• Inventories of existing products, particularly China-produced or contain Chinese contents, are being consumed quickly and have been, in many cases, consumed
• Order quantities needed for current activities or needs only; don’t build inventory
• Typically these issues end abruptly and you may have far too much product with an expiring shelf life
  • Small orders are filled and shipped faster than large orders
• Contracts continue to be executed. All NYS required contract procedures are occurring including advertisement in the contract reporter and OSC/AG approval. It is imperative we continue to process all construction related contracts, as many of these contracts come with long lead times. Doing so will more positively position the university to aggressively execute activities once the ban on construction is lifted
• Purchasing is establishing a stringent process to limit adding new suppliers outside a competitive bidding process and MWBE/SDVOB goal compliance.  The addition of suppliers, at UB, far exceeds other SUNY schools our size and is putting a tremendous burden on Purchasing staff
• Each business or entity doing work on campus, including those that have been designated as essential under Empire State Development's Essential Business Guidance, must develop a written Safety Plan outlining how its workplace will prevent the spread of COVID-19. All Suppliers on campus are required to have file: NY FORWARD SAFETY PLAN TEMPLATE link
  • Supplier Contract Compliance – The services, commodities, terms and conditions of supplier contracts cannot be changed arbitrarily. All modifications must be processed through Purchasing.  lease contact Purchasing regarding supplier contracts that are impacted by COVID-19 and related financial scenario planning

Shipping Information for Purchase Requisitions

• When placing an order in ShopBlue or eReq you must identify any perishable and hazardous items on the purchase requisition by adding a note/comment to the requisition and follow up with an email to the appropriate buyer. The buyer will confirm back to the department with an email acknowledgement.
• Perishable and hazardous products may not be shipped to residential addresses. The ordering department should make the necessary arrangements to receive the item on campus if the item is perishable or hazardous.
• Departments placing orders need to provide complete ship-to information including contact name, contact email and telephone number, department name, room number and building, street address, city, state, zip code.
• Helm Warehouse (Central Receiving) is not equipped to accept deliveries of perishable, hazardous, refrigerated or frozen items as they do not have the equipment to store these items.
• Procurement is not responsible for an order that was delivered incorrectly due to the shipping information that was provided by the ordering department or was returned to the supplier by the shipper because there was no one available at the location to accept the delivery.

PPE Purchases Due to COVID-19

As face coverings have been provided to all faculty, staff, and students, it is the university’s position that additional funds should not be expended on face coverings at this time. If you believe that your unit has a strong justification/need for COVID-related PPE, you may provide your justification/need to Purchasing for review. An example of a strong justification/need would be a unit that has students reporting to a clinic as part of their coursework, in which the clinic requires the students to provide their own Level 2 Surgical Masks. Another example would be Physical Therapy students being required to wear gloves when working with patients

Reminder – PPE needed for normal/regular operations can be purchased as usual; these restrictions are only applicable to COVID-specific PPE requests.

For more information please contact:

Purchasing: Craig Hooftallen, crh8@buffalo.edu or Dominic LoTempio, dsl4@buffalo.edu

UB has approved the production of UB-branded face masks.

If you’re interested in purchasing face masks using any UB trademark, logo or name, please refer to the following before contacting vendors, getting estimates or creating artwork.

UB Trademarks and Licensing Guidelines

UB’s Face Mask Guidelines

Please note:

• Only UBF funds may be used to purchase UB-branded face masks.
• Only certain marks and layouts are allowable at this time.
• All vendors and artwork must be pre-approved by UB Trademarks and Licensing (University Communications)
• All standard procedures for using the university’s marks as it relates to the trademark approval process must be followed.
• Purchasing and Trademarks and Licensing have already begun establishing relationships with licensed vendors to streamline the procurement process.

For more information please contact:

Purchasing:

Dominic LoTempio, dsl4@buffalo.edu
Craig Hooftallen, crh8@buffalo.edu

UB Trademarks and Licensing:

UBTrademarks@buffalo.edu

Contact us at http://www.buffalo.edu/studentaccounts/forms/contact-us.html

• Parking and Transportation Fee - A 25% reduction in the Parking and Transportation fee has been applied for the spring '21 semester. The transportation fee at this level, $181.75 full time and $15.15 per credit hour ensures that services are available for students when needed without interruption or reduction. Students will see the fee reduction reflected in the HUB student center
• Spring 2021 Non-Resident Online Tuition — SUNY clarified its policy for Non-Resident Online Tuition eligibility for all SUNY institutions to specify that this rate applies only to academic programs that are “exclusively online.”
• Comprehensive Fee Waivers — the Comprehensive Fee is paid by all students at the University at Buffalo, unless they meet fee waiver eligibility. Effective fall 2020, UB will automatically waive certain fees for students who are enrolled in exclusively online degree programs.
• IFR/Departmental deposits will no longer be accepted at 1Capen.  Departmental deposits can be made in Student Accounts, 214 Crofts Hall, Monday thru Thursday, between the hours of 9:00 am and 4 pm and Fridays between 10:00 am and 4 pm.
• New mailing address for Student Accounts is 1 Campus Mail Center
• In-Person Services-  1Capen has a modified in-person and remote services schedule. Appointments are required for in-person services and can be made on the 1Capen website.
• Chatbot - To better serve our students, in early February 2021 Student Accounts chat-bot will be available to respond to your questions 24/7. Stay tuned for further details.
• Phone tree - We have streamlined our phone tree to make it easier for you to directly reach the individuals best able to assist you.
• Financial Aid began awarding and disbursing the HEERF grant to students in June 2020. More information about HEERF funding can be found on UB’s Financial Aid website, and students can email UB’s Financial Aid Office. Financial aid advisers are available to help students navigate through their unique situations. 
• Research Foundation Scholarship Processing Changes - The new Research Foundation scholarship business process for awarding scholarships was put into effect for Fall 2020. Academic units are able to add the RF grand account number directly in HUB.  This was accomplished by a Fin Aid / EAS HUB customization. This process delivers a more efficient way for scholarships to be charged to the grant.  The reporting piece of this project is still in development.

In an effort to bring efficiency and reduce in-person transaction processing, we are continuing the university wide implementation of a new electronic payment process (eStore/Storefront), as a touchless alternative to current collection methods for state and UBF funds.

This new payment process will also replace the current ePay and will allow you to offer additional items or events with upgraded functionality including:

• Shopping cart checkout
• Attendee and event tracking
• Inventory tracking
• Customizable store front design
• Shipping and tax options

The Division of Athletics has already successfully rolled out our initial campus eStore. You may view their new Recreation Store at https://recreation-buffalo.nbsstore.net/cpr-training.

A Financial Management staff member will be reaching out to each unit soon to discuss the transitioning of all fees to this online alternative in advance of the Fall semester. If you would like more information regarding this transition process please reach out to UBS-eStore@buffalo.edu for more information.

The US Bank Debit Card Program for Research Human Subjects has begun pilot studies. If you have a study which would like to participate please email rfstudycardprogram@buffalo.edu for more information.

Procurement Card certification templates have been sent out to all UBOs during the week of May 4. This annual certification process will include both State and Research Foundation procurement cards and will be due back to the card programs team by May 29 at ubs-cardporgrams@buffalo.edu.

State (Citibank Visa)

Contact: ubs-statepcard@buffalo.edu

• Continue to follow all State Procurement Card Guidelines and UB Procurement Guidelines and Policies
• Refer to Find Commonly Purchased Goods and Services to locate a responsible supplier to meet your needs or contact a Procurement Expert through the For Buying Goods and Services search by commodity option
• When certifying your future statements via the SUNY Portal for any transactions related to COVID-19 or items shipped to remote locations
  
  • Refer to Step 5 of the SUNY Web Reconciliation Instructions
    • Click Edit button located next to the transaction
    • Click Edit Funding
    • Enter the following information within Funding Description Field: "COVID-19, [state the business purpose, brief item description, delivered to insert name and addresso of recipient]"
    • Click Save and Return and Save
    • Proceed with certification as usual
    • The description you enter will display in SIRI in the Procurement Card tab of the Procurement dashboard
• Under normal circumstances, all shipments must be sent to a UB address. However, if shipping essential items off campus during this crisis is necessary, include the following statement within your documentation: 

Due to COVID-19, this purchase is being delivered to a remote address for purposes of academic and business continuity. We recognize that this is an exception to the university’s procurement policy, and will only exercise this activity during our response to COVID-19 as necessary. In all cases, purchases remain the property of the University at Buffalo. Goods must be consumed for university purposes and/or be returned to the university for further use.

• Monthly review and approval of all cardholder transactions by assigned departmental personnel remains a requirement. If signatures will be obtained remotely, signatures must be in accordance with best practices for electronic signatures

Faculty and staff should consult with their unit leadership regarding any large purchases needed for the continuation of services.  Ensure a plan is in place to track credits from any purchases (i.e. conference registrations) which are cancelled due to COVID-19. Responses to commonly asked questions are available at FAQs About State PCards or you may email us with any questions related to one-time limit increases for emergency purchases.

Research Foundation (RF) AMEX

Contact: ubs-rfpcard@buffalo.edu

• Continue to follow all Research Foundation Procurement Card Guidelines and UB Procurement Guidelines and Policies
• Identify any purchases related to COVID-19 or items shipped to remote locations by indicating as such in the Business Purpose field of the RF Monthly Summary Form.
• Recipient name and address of items delivered to must be included in the Business Purpose field on the RF Monthly Summary Form.
• Under normal circumstances, all shipments must be sent to a UB address. However, if shipping essential items off campus during this crisis is necessary, include the following statement within your documentation:

Due to COVID-19, this purchase is being delivered to a remote address for purposes of academic and business continuity. We recognize that this is an exception to the university’s procurement policy, and will only exercise this activity during our response to COVID-19 as necessary. In all cases, purchases remain the property of the University at Buffalo. Goods must be consumed for university purposes or be returned to the university for further use.

• Continue to review and submit monthly summaries as timely as possible
• To help streamline the process be sure to include any necessary business justifications (i.e. How the item benefited the project) in the Business purpose field of the RF Monthly Summary Form.
• The Principal Investigator or authorized signature remains a requirement on the monthly summary form. If signatures will be obtained remotely, signatures must be in accordance with best practices for electronic signatures
• Faculty and staff should consult with their unit leadership regarding any large purchases needed for the continuation of services
• Ensure a plan is in place to track credits from any purchases (i.e. conference registrations) which are cancelled due to COVID-19
• All purchases must be compliant with all sponsor requirements
• Responses to commonly asked questions are available at FAQs About RF PCards
• Email us with any questions related to one-time limit increases for emergency purchases

Contact: ubtravel@buffalo.edu

• As the university continues to respond to COVID, we recognize that in limited circumstances business travel may be required. The university strongly recommends that all UB faculty, staff, students and non-employees (guests) avoid traveling to regions impacted by COVID-19.
• Travel pre-approval is required for essential business that involves overnight travel taking place during the university’s response to COVID-19. Decanal and Vice Provost unit forms should be routed to the Provost for approval. Vice Presidential unit forms are to be approved by the President. Pre-approval must be obtained prior to travel arrangements being made, and is required for all funding sources (State, Research Foundation and UB Foundation.)
• You may access the Travel Pre-Approval Form on the Traveling for Business website.
• Once your travel is pre-approved, and after your trip has occurred, you must attach a copy of the completed signed travel pre-approval form to your submitted expense report for reimbursement.
• If a faculty, staff, student or non-employee (guest) travels for essential university business, they must adhere to the COVID-19 Travel Advisory guidelines.
  • For the most up to date NYS COVID-19 Travel Advisory Information, refer to: https://coronavirus.health.ny.gov/covid-19-travel-advisory  
  • These guidelines are fluid and changing continuously. Please check the Advisory information for updates, especially before and during travel status to determine what the most recent guidelines are.
• The university is not responsible for administering COVID tests due to faculty, staff or student university business travel.
• Effective November 21, 2020, the Canadian government has announced new requirements that all travelers with a final trip destination of Canada must submit information through the ArriveCAN mobile app or online portal. For the most up to date information, refer to: https://travel.gc.ca/covid-19-travel   
• Ensure a plan is in place to track credits from unused tickets for UB business travel
• Non-refundable costs associated with sponsored program related travel that has been cancelled due to public health emergencies such as COVID-19 may be charged to an award if those costs would have otherwise been allowable and the sponsor guidelines related to the treatment of such costs are followed. Please check with your sponsor for specific document requirements.

Contact:
Inquiries to: apinquiry@buffalo.edu
Invoices to: apinvoice@business.buffalo.edu

• Mandated Suny-wide Change - Scheduling of State Funded Payment Dates: Beginning in October 2020, SUNY campuses must allow NYS to calculate the payment date rather than each campus manually entering an immediate payment date during processing. This will enable NYS to optimize the payment date, and will ensure campuses receive any available discount. If a discount is not available, the payment date will default to Net 30 and maximize NYS Short Term Investment Pool (STIP) interest income. This could postpone state funded payments up to 30 days from the date they are entered locally. There are limited exceptions. 
• A receiver is required for all ShopBlue transactions when a product or service is received, regardless of the transaction amount, with the exception of Payment Requests before payment can be completed. Failure to complete in a timely manner will result in escalation to Unit Business Officer.  Enter receivers as soon as possible. When creating a receiver in ShopBlue, the Receiver Date will default to today’s date. Be sure to change the date to the actual date you received the item or services. 
  • A Web Receiver is required for all orders over $5,000, or furniture or carpeting orders created through eReq.
• All invoices associated with state and research funds must be sent via email to apinvoice@business.buffalo.edu  Within ShopBlue, do not attach invoices to Requisitions or Purchase Orders.  ShopBlue will not generate a notification indicating an invoice is attached.  Do not email invoices to individuals. Invoices can be attached to Payment Requests and approved Confirming Received eReqs.
  • University staff with SIRI access can obtain State payment status via the State Payments tab within the Procurement Dashboard at www.buffalo.edu/siri
  • University staff with RF Report Center access can obtain Research Foundation payment status via the RF Report Center
  • Vendors can refer to New York State’s Vendor Portal to obtain payment information for state funded payments
  • Continue to follow all guidelines for Receiving and Paying for Goods and Services

Contact: ubs-assetmanagement@buffalo.edu

• Due to COVID-19 and the current remote work environment for many staff, the biennial asset inventory set to begin in May 2020 has been pushed back to Fall 2020.
• In early September, asset management contacted Departmental Asset Coordinators to begin the biennial asset inventory.
• The biennial asset inventory was due November 13. As of December 31, 2020, almost 85% of inventories have been completed.  Asset Management staff will continue to follow-up with departments that have not yet submitted their inventory.  Please email Asset Management at ubs-assetmanagement@buffalo.edu if there are any questions or concerns about this inventory completion.
• If there are any questions or concerns please email asset management at ubs-assetmanagement@buffalo.edu
• Continue to follow the Managing University Assets Policy
• Asset Coordinators should be aware of all purchases being sent to remote locations and must appropriately document these cases and notify asset management by emailing ubs-assetmanagement@buffalo.edu
• All equipment removed from campus must have a Property Removal form completed and on file with the department
• UB asset transfer requests in response to COVID-19 must be directed to emergencymanagement@buffalo.edu. Emergency management and UB Asset Management will obtain necessary agreements prior to the loaning of the asset
• Review commonly asked questions available at FAQs About Asset Management
• Contact us with any questions related to managing university assets.

Effective immediately, Financial Management will accept electronic submission of the following transactions for processing. Please continue to adhere to the Approval Authority Policy and Electronic Signature Guidance.

• All Spring 2021 university fees that required SUNY approval were submitted to SUNY and we have received final approval. We have contacted related departments with the SUNY approved changes.
• Please email our cost accounting group at ubs-Fees@buffalo.edu for questions regarding fee submissions

• All new and adjusted Fall 2021 University Fee proposals were due to Financial Management at ubs-Fees@buffalo.edu by December 15, 2020.  Any fee proposals received after December 15 will be submitted to SUNY for approval with Spring fees (October 1st) or wait until the next Fall/Spring submission.
• All new and adjusted Summer 2021 university fees are due to Financial Management by February 15. Summer session fees have due date flexibility if they do NOT need SUNY approval and are NOT course related fees.

• Repository for all departmental fees collected that need to have refund checks issued (i.e. eChecks through ePay or cash or checks collected directly by the Dept. for field trips, events, or deposits for other activities that have been canceled and need to be refunded by check. (Note: ePay credit card refunds are handled through Student Accounts)
• For our office to be able to process fees that need to be refunded, please include the following:
  • Supporting detail on the fee that was collected, noting this refund is needed due to COVID-19
  • Individual’s full name to be refunded
  • Dollar amount to be refunded for each individual
  • Mailing address the refund check is to be delivered to
• Financial Management is processing and mailing checks on the repository weekly
  
• Department must maintain all supporting documentation and tracking of fee refunds to individuals
• Please submit refund requests for processing to Sean Gardner spg1@buffalo.edu or Erin Guiffrida erinhunt@buffalo.edu

• Continue to follow all UB Procurement Guidelines and Policies
• Contact us at ubconsolidatedbilling@buffalo.edu with any questions related to Staples, UPS Campus Ship, VWR and Fisher Scientific purchases through eProcurement
• Under normal circumstances, all shipments must be sent to a UB address. However, if shipping essential items off campus during this crisis is necessary, include the following statement with your documentation:

Due to COVID-19, this purchase is being delivered to a remote address for purposes of academic/business continuity. We recognize that this is an exception to the university’s procurement policy, and will only exercise this activity during our response to COVID-19 as necessary. In all cases, purchases remain the property of the University at Buffalo. Goods must be consumed for university purposes and/or be returned to the university for further use.

• Visit the eProcurement website for more information
• Consult with your unit leadership regarding any large purchases needed for the continuation of services

The Interdepartmental Invoice (IDI) Form information has been updated to provide guidance on electronic submission. Some changes to note:

• An IDI Journal Template is available on our webpage and can only be used for state to state transfers (option 1)
  • Utilization of the Excel template is encouraged for state to state transfers as this provides an efficient option to process multiple transactions for campus recharge activity and expenditure transfers
  • A scanned image will not appear in SIRI for Excel templates and questions regarding these transactions will be directed to the individual that submits the file for processing
• The individual IDI Request Form has been revised for electronic submission (option 2)
  • This form can be utilized for all funding sources (state, Research Foundation, UB Foundation) 
  • Individual forms for state to state transfers will be scanned into SIRI as access and time permit  
  • All Excel templates and Individual IDI Forms should be submitted electronically

• Revenue Transfers may be submitted by email to Financial Management utilizing electronic signatures. Ensure all accountholders are copied on the submission to verify authorization
• As an alternative, authorized documents may also be accepted by signing, scanning and emailing. The scanned images will serve as the original document
• Paper copies should not be submitted to avoid the possibility of transactions being duplicated
• Revenue transfer submissions should be sent to erinhunt@buffalo.edu

• Inter-agency Journal Request Forms may be submitted by email to Financial Management utilizing electronic signatures. Ensure accountholder is copied on the email to serve as authorization to use the identified account
• As an alternative, request forms may also be accepted by signing, scanning and emailing
• Paper copies should not be submitted to avoid the possibility of transactions being duplicated
• Interagency Journal Request Forms should be sent to rev-transfer@buffalo.edu

• Independent contractor forms may be submitted by email to Financial Management utilizing electronic signatures. Ensure accountholder is copied on the email to serve as authorization to use the identified account
• As an alternative, Independent contractor forms may also be accepted by signing, scanning and emailing
• Paper copies should not be submitted to avoid the possibility of transactions being duplicated
• Independent contractors forms should be sent to NSGroup@business.buffalo.edu

• RAP forms may be submitted by email to Financial Management utilizing electronic signatures. Ensure accountholder is copied on the email to serve as authorization to use the identified account
• As an alternative, RAP forms may also be accepted by signing, scanning and emailing
• Paper copies should not be submitted to avoid the possibility of transactions being duplicated
• RAP forms should be sent to NSGroup@business.buffalo.edu

• Stipend forms may be submitted by email to Financial Management utilizing electronic signatures. Ensure accountholder is copied on the email to serve as authorization to use the identified account
• As an alternative, stipend forms may also be accepted by signing, scanning and emailing
• Paper copies should not be submitted to avoid the possibility of transactions being duplicated
• Stipend forms should be sent to NSGroup@business.buffalo.edu

• RF Suspense needs to continue to be addressed in unit departmental accounts.
• Balance details through December 29, 2020 to units with RF Suspense have been distributed with next steps expected for clearing these balances.

• It is of the utmost importance that, regardless of any potential changes to operations, the university remain compliant with all University Policies, SUNY Policies and Procedures, and OSC Laws and Regulations.
• Review the Electronic Signature guidelines. Additional information about electronic and digital signatures is available at:
  • Electronic and Digital Signatures - UBmail (Exchange On-Premise)
  • Electronic and Digital Signatures - UBmail (Exchange Online)
    
• Records Management web content has been updated to provide additional guidance related to managing email records, records destruction and implementing a records management program in your department.
  
  • Review your work email and identify email records that must be retained in accordance with retention requirements, delete emails that are not records, and set up a system to file and organize what must be kept.
  • Develop a plan to implement a records management program in your department: outline a plan, communicate the plan to others in your unit and obtain feedback, and identify steps to move forward.
• In response to COVID-19, the university has digressed from some existing policies and procedures. To ensure all changes are appropriately documented and communicated, the Developing University Policies policy has been updated to allow for interim policy changes. If any policies, sponsored by your unit, need interim changes please reach out to Policy, Compliance and Internal Controls for assistance and next steps. Further information can be found at Implement an Interim Policy.
• Policy, Compliance and Internal Controls is a source of reference to the university and will work to ensure compliance through business continuity efforts.

SIRI

SIRI is accessible with the most current data available through any closure.  Users need to log in to the university VPN first.  Instructions on accessing UB resources like SIRI from off-campus locations can be found on UBIT’s website at http://www.buffalo.edu/ubit/service-guides/connecting/vpn.html.

BUSINESS APPLICATION SUPPORT

The Business Application Support team continue to assist the campus with SIRI, Travel and Expense, and ShopBlue system questions. At this time all staff are working remotely, therefore please, utilize email for support. Online chat tools, if applicable, continue to be available as well.

• Travel and Expense System (Concur): ubs-travel-expense-support@buffalo.edu
• ShopBlue: UBS-ShopBlue-Support@buffalo.edu
• SIRI: siri@business.buffalo.edu

APPLICATION AND DATA SECURITY

Requests for access to business applications and data will be satisfied as per usual. Please continue to submit requests, keeping in mind the new guidelines on electronic signature found on the Administrative Services Gateway at: http://www.buffalo.edu/administrative-services/business-and-finance-guidance-related-to-covid-19.html#electronic-signatures

ADMINISTRATIVE SERVICES GATEWAY

The Administrative Services Gateway will continue to be updated with current information for all Division of Finance and Administration units.

• Campus Mail will be distributing and picking up mail Monday through Friday
• For questions please contact us directly at 645-2743 or at CampusMail@buffalo.edu       
• Details about our services may be found at http://www.buffalo.edu/campus-mail
• Scheduling Deliveries through February 1, 2021 - as UB begins fully remote operation, most offices have limited staff on-site to accept deliveries from outside delivery services such as FedEx, DHL, UPS and Staples
• Please remind your employees to contact you before scheduling deliveries, to ensure someone will be available to accept their deliveries.
• Several important deliveries have been delayed, and unnecessary re-shipping costs were incurred, because delivery services were unable to locate office staff to accept them.
• Campus Mail recommends checking with your unit before ordering supplies, equipment, etc. for campus delivery. Please be sure your delivery is scheduled for a time/date when someone is available to accept it.

• University Print Services is working remotely. We are accepting orders as normal. Please contact us for details on printing and delivery of your order
• Details on our services may be found at buffalo.edu/administrative-services/print-services

Payment Processing

Due to the ongoing COVID-19 crisis, SPS has updated the process for submitting Payment forms to comply with UB’s Data Risk Classification Policy to ensure the security of Category 1-Restricted data.

Effective October 1, 2020, Payment forms should be submitted as a File Upload to the link provided below in the revised process. This will replace the UB Box Payments Folder.

• Cash Advance Request Form
• Independent Contractor forms
• Non-Employee Personal Reimbursement Request
• Participant Stipend Form
• Subject Payment Request Form
• W-9 Tax Form (as applicable)

Revised Process:

1. Departments will upload payment forms, including all applicable backup documentation, to be submitted to SPS via this upload link: https://buffalo.app.box.com/f/2bd918c918084a82bdcbd4260685f118
2. Submitters have the ability to upload a single file or multiple files in the upload box. An email address is required to be entered by the submitter. If additional information is needed, the submitter can use the “File Description” box, though it is not required.
3. Payment forms can be signed with certified e-signatures or with scanned copies of original signatures.  Paper copies should not be submitted to SPS in addition to the upload, to avoid the possibility of transactions being duplicated.  Multiple payments should not be combined together in one file.
4. SPS Administrative Support will direct the payment forms to the Award Analyst for review and approval.  
5. Please direct any questions on the upload link to OVPR.SPSMail@research.buffalo.edu

• Consult the Approval Authority Policy to ensure proper approval authority is maintained.
• To verify authenticity of an electronic signature, the use of email or a system/form that would require the employee to be logged in under their own credentials is preferred.
• Where employee log in under credentials is not possible, a scanned version of an actual signature is acceptable.  The signor must maintain a hard copy with a physical signature during this time.
• Do not ever attach the electronic signature of someone other than yourself unless you have express written consent to do so.  In those cases, such consent must be maintained in your records.

Additional information from SUNY and RF can be found at the below:

• The Research Foundation Policy on Electronic Signatures: RF Electronic Signature Policy
• SUNY Guidance on Electronic Records: download and read the file:

For further guidance on attaching a digital or electronic signature to documents, please consult your departmental IT support at buffalo.edu/ubit/get-help/get-help-from-your-department.html.