The UB Foundation (UBF) provides a wide range of financial services that support UB units, faculty, staff and students. One of these services is UBF Checkout — an e-commerce service offered by UBF.

UBF Checkout lets you use your website to collect credit card payments and e-check payments online. For example, you can use UBF Checkout to collect conference registrations and tickets.

UBF Checkout Funds

Funds from UBF Checkout are deposited into your UBF account. Please note that you must have a UBF account — and complete the UBF Account Setup Form — before using UBF Checkout.

Manually Process Credit Cards

Instructions

UBF Checkout Credit Card Processing and Authorization Online

For access to processing credit cards through UBF Checkout, you will need to complete the UBF Checkout Setup Form. 

The following information is required for the UBF Checkout Setup Form

  • Email address
  • UB Foundation account that will receive credit card payments
  • Service type (merchandise, registration)
  • University at Buffalo UBITName

Once your UBF Checkout account is established with UB Foundation, you may process credit cards. The purchaser’s credit card is charged immediately. The funds will automatically be credited to a UBF account. Please note the charge transaction is in the name of UBF Activities Online on a card holder’s credit card statement.

Enter Your UBITName and Password

UBF Checkout Manual Payments

  1. Site Code (this is a default setting). Some departments work with various department codes and will need to select the appropriate code.
  2. Select the UB Foundation account that you want to receive payments
  3. Select the Service Type for the transaction
  4. Deposit Number for transaction (optional)
  5. Enter Card Holder’s First Name*
  6. Enter Card Holder’s Last Name*
  7. Enter the billing address information.* This is required if your transaction includes New York State sales tax. New York State sales tax is a destination tax, therefore, the tax is calculated on the billing address. If you do not have the credit card address and the payment is not subject to New York State sales tax, enter your department/unit’s address.
  8. If registrant requires email receipt (optional)
  9. Enter Description of Charge (reunion admission, workshop fee)
  10. Enter Amount of Charge*
  11. Enter any comments relating to the transaction (optional)
  12. Proceed to Credit Card Payment Form

*This is the registrant’s information. If the registrant is the same as the card holder, all of this information will pre-populate on the next screen. If the registrant is not, the card holder's information can be completed on the next screen.

  1. Enter name as it appears on the credit card
  2. Enter the credit card number without spaces or dashes
  3. Enter credit card expiration date
  4. Enter security code (last three digits printed on the back of the credit card)
  5. All Billing Information will pre-populate if the registrant is the same as the card holder. If the card holder information is different, update it here. Email and phone number are optional.
  6. When you are ready to process, click on Submit Payment

If your card is not processed, an error is displayed at the top of the screen. If your card is approved, “this transaction has been approved” is displayed on the screen.

To process another transaction, click on Process Another Transaction.

If you are finished, exit.

Important Information

Black out all but the last four digits of the card number after processing. In compliance with credit card company regulations, you must retain your credit card information in a secured location for a minimum of 18 months from the date the transaction is processed. After which time it can be shredded.

Refunds and Voids

Contact Leslie Schug at UBF to void a same day transaction or refund a previously processed payment. Please provide your confirmation receipt information. Include the transaction date, customer name, invoice number, refund amount and a brief reason for the refund. Typically, an online refund is processed the same day and debits the UBF account on the following day. However, the actual refund takes 5-10 business days to credit the card holder’s account (card holders can contact the bank that handles their account).

Leslie Schug

Accounts Receivable Clerk

UB Foundation

Phone: 716-645-3014

Email: lschug@buffalo.edu

Reports

An email confirmation will automatically be sent to the individual processing the credit card. For a report of transactions processed, login to UBFirst. Be sure to use your correct UBITName. Only transactions processed by the user will be displayed.

Contact an Expert

Send email, phone or submit a question

Cindy Johannes

Director of Records and Revenues

UB Foundation

Phone: 716-645-8720

Email: devclj@buffalo.edu