Reimburse Individuals

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You can use Non-Sponsored Research funds for the immediate purchase of items with reimbursement at a later point, such as supplies less than  $2,500.00. Find out how to get reimbursed.

Procedure

The RAP form serves as the document to pay individuals for various purposes. 

The following items are required for after purchase reimbursements:

  • Completed Reimbursement/Advance Payment (RAP) Form

The RAP form cannot be used for payments to suppliers, travel, RF moving expenses, independent contractor payments or non-resident alien scholarship or award payments.

  • Justification of purchase — why it was an appropriate RF expense
  • Receipts/proof of payment 

Depending on how the purchase was made, the following documentation is required:

  • Cash — Original Receipts
  • Check — Copy of canceled check (front & back)
  • Credit Card w/receipt — Receipt and highlighted copy of credit card statement
  • Credit Card w/o receipt (as in an online purchase) — Original credit card statement

  Employee should keep copy for records.

Advances

Research Foundation-funded advances are also a type of reimbursement. These types of payments are typically used for human subject payments. In this case, the payee must:

  • Provide a home OR campus address and must
  • Sign the Payee Certification above the Authorized Signature

Process

A Consent Form must be distributed to each human subject that includes information about Internal Revenue Service requirements for 1099 reporting. The Principal Investigator must retain all signed and dated consent forms.

Please forward a completed W-9 form for any individuals who earn more than $600 in a calendar year, along with the total amount paid for a 1099 Tax form to be issued.

  • Department Initiates Request by completing and submitting a RAP form to Non-Sponsored Group (418 Crofts Hall). The form should clearly state the intended use, time period & disposition of funds. Advance of funds should be a reasonable amount needed for a one month time period.
  • Non-Sponsored Group will create a purchase order (PO) and encumber funds for $1.00 more than the amount requested. A check will be generated for the amount requested.
  • The Department is responsible to maintain a ledger to record deposits and track the disbursements of the advance. The ledger should include the following: name of payee, participant ID code, the date of the payment, method of payment and dollar amount.
  • The Principal Investigator (PI) assumes responsibility for the funds upon cashing the check (Funds should never be deposited into a personal bank account). Cash/ Gift Cards should be held in a locked cashbox separate from the ledger and receipts to ensure proper security and financial control. If funds become missing or stolen, report the loss immediately to facility security and to Non-Sponsored Group.
  • At the end of each month, participant disbursements and receipts must be reconciled. A copy of the ledger with payee’s names removed should be sent to SPS. All signed receipts are to be housed in the department and available upon request/audit. Please retain records in accordance with the retention requirements for Vendor Payments files.
  • If funds need to be replenished, please resubmit another RAP form and SPS will increase the existing Purchase Order and make payment. In lieu of the RAP form, an email request may be sent with the appropriate approvals.
     

Best Practices for Getting Reimbursed

The Research Foundation of SUNY's policy for unrestricted funds identifies valid business purposes for non-compensation expenses and the types of expenditures that are permissible for payment or reimbursement by the RF. The policy provides criteria for determining a permissible expense, and provides examples of common expenses.

The payee and the authorized signer must sign the reimbursement request. Request forms will be returned if either signature is missing.

Food purchases must be justified.Food may be purchased for meetings when someone from outside the department is included. Meals may be purchased for candidates and those involved in the decision making process.

Attach “no alcohol statement” if an itemized receipt is not provided with request. Reimbursement is not provided for the purchase of alcoholic beverages.

Consider establishing a Procurement Card  for a more efficient, cost-effective method of purchasing and payment for small dollar purchases. The Procurement Card will enable cardholders to make authorized purchases directly from a supplier without processing the traditional paperwork.

Reimbursement of NYS Sales Tax is un-allowable. The New York state local sales and use tax exemption certificate is available upon request from Purchasing or from the Non-Sponsored Group.  

Contact an Expert

Compliance and Guidance

Brendan Davis

Non Sponsored RF Accounting and Financial Reporting

Financial Management

Goods and Services Reimbursements

Karen Crissey

Manager

Research Foundation Accounts Payable

Financial Management

Phone: 716-645-4511

Email: kcrisse@buffalo.edu

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