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Confirming Received Guidelines
Confirming Received requisitions are transactions where invoices are submitted for payment of goods or services that were obtained without prior approval from Procurement Services. In ShopBlue, this is called a Payment Request. With the exception of specific commodities and services, these transactions are not allowable.
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Prior Authorization
Prior Authorization is Required for Purchases
University at Buffalo employees are not authorized to purchase merchandise or request services from a supplier without prior approval from Procurement Services.
Employees intending to order or receive goods or services from a supplier must obtain prior approval from Procurement Services, resulting in the issuance of a formal purchase order.
Invoices submitted with a purchase requisition after the fact for payment purposes only will not be accepted by Procurement Services when using state funds after August 1, 2019, unless they are on the allowable commodity list. Individuals who violate this procedure will be sent a warning letter.
Individuals who fail to obtain prior authorization from Procurement Services are in violation of state law, university policy and may be held personally liable for any indebtedness that is ultimately owed to the contractor or vendor. Further disciplinary action could be taken at the discretion of the employee's department.
Only Procurement Services staff can enter into an agreement with a vendor to provide goods or services on behalf of the university or bind the university to financial commitments.
Purchasing From University Service Centers
Prior authorization from Purchasing Services is not required for orders placed with University Service Centers (e.g., Print Services) for approved Service Center rates.
Purchasing from Foreign Suppliers
A purchase order must be established prior to ordering goods or services from foreign suppliers, regardless of commodity.
Orders from foreign suppliers may not be submitted as a Confirming Received eReq or ShopBlue Payment Request, even if the commodity is on the allowable list.
Signatory Authority
Only Procurement staff or personnel designated in the Approval Authority Policy are authorized to sign procurement-related agreements.
Allowable Commodity List
Confirming Received transactions will be allowed only for specific commodities and services.
- Arbitration Fees
- Fees between SUNY and associated unions
- Athletics Related Ticket Settlements
- Award Recipients
- UUP Individual Development Awards (IDAs), CURCA awards
- Certifications and Accreditations
- Program accreditation
- Professional Certification
- Contract-Related Vendor Expenses
- Vendor expenses that are part of a contract approved and signed by Procurement, or OGS if a New York State centralized contract.
- Example: Vendor travel to UB for meetings may be submitted as Confirming Received so long as the contract terms and conditions (such as NYS per diem) were followed.
- Cross Registration
- Tuition for UB students attending classes at other universities or colleges when funded by UB.
- Emergencies
- An urgent and unexpected requirement where health and public safety or the conservation of public resources is at risk. A failure to properly and timely plan in advance for a procurement, which then results in a situation in which normal procurement practices cannot be followed, will not constitute an emergency. (SUNY Procedure 7553)
- Example: Pipe burst and outside contractors are needed for repair
- Food
- Except when a signature is required. Must follow allowable use of funds policy.
- Example: Wegmans
- Government Fees
- Immigration visas, sewage inspection, customs fees, duties
- Guest Hotel Accommodations
- Hotel must offer per diem rate
- Intermural (non-NCAA) Officiating Fees
- Memberships
- Memberships for associations
- NCAA Billed Travel and Game Expenses
- Travel accommodations billed directly by NCAA
- Game day contracts with other schools for regulated NCAA competitions
- Officiating fees for NCAA competitions
- New York State Construction Advertising
- State-required advertising of construction projects
- Participant Studies (RF and UBF only)
- Must be approved by Clinical Research Office or accompanied by RF agreement signed by Sponsored Projects Services
- Publications (RF and UBF only)
- Publishing of research papers, such as in the Oxford Press or other scientific journal
- Registrations
- Registration for conferences
- Replacement Costs for Interlibrary Loans
- Interlibrary book was loaned to UB by another institution and needs to be replaced
- Salaries
- RF and UBF only
- Sponsorships
- Except when a signature is required
- Must provide documentation of benefit to university
- Subscriptions for Periodicals (Advance Pay)
- Example: Buffalo News
- Taxi Services
- Transportation services for UB guests
- Transportation for participants in a research study
- University Service Centers
- Interdepartmental Invoice (IDI) transactions
- Interdepartmental exchange of funds for services per University Service Center rates
- Utilities
- Examples: National Grid, Water Authority
Exception Request Form
An exception form will be required for a Confirming Received transaction that is not on the allowable commodity list. Only Research Foundation (RF) and UB Foundation (UBF) funding will be allowed for use with the exception request form with proper justification and documentation.
Abuse or overuse of the exception request form may result in revocation of this transactional option, at the sole discretion of Business Services.
University and New York State Contracts
When a university or New York state contract is already in place, Confirming Received transactions may be acceptable in certain instances. For specific guidance, contact the buyer who handles the commodity or service in question.
Use Procurement Card
Use of a Procurement Card (PCard) is an alternative for many Confirming Received purchases. With departmental approval, PCards are available for all three funding sources: state, RF and UBF.
FAQs
UBO stands for Unit Business Officer. Each VP or Decanal unit has a UBO who acts as a financial and business officer. To find your UBO, navigate to Find Your Resource Planning Colleagues, then click on "Unit Business Officers and Resource Planners."
The person who approved placing the order with the supplier for the goods or services for which you have the invoice.
State funds cannot be used. You must resubmit the requisition with an alternate funding source such as Research Foundation or UB Foundation, along with a signed Exception Request Form. Purchasing dollar threshold requirements are still applicable.
Submit a purchase request in advance for prior approval of the payment. In certain instances, a blanket order or standing order may be appropriate. For specific guidance, contact the buyer who handles the commodity or service in question.
No. Please set up an eProcurement account to use UPS CampusShip. In certain instances, a blanket order or standing order may be appropriate.
If a purchase order that was previously approved by Procurement Services was cancelled due to a reason such as an incorrect vendor name or fiscal year change, it is likely that a new requisition may be created referencing the original PO number. For specific guidance, contact the buyer who handles the commodity or service in question.
Contact an Expert
Phone: 716-645-4501
Email: lindaden@buffalo.edu