Procurement FAQs

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eReq

Where does my eReq go after I submit it as a creator?

Your eReq is routed to the approver you select on the “My Actions” tab after you submit it at the beginning step. Once the eReq is approved it is routed to Purchasing for further processing.

There are 3 approver steps available. Once the 1st approver has approved the eReq it can be routed to the second approver from the “My Actions” tab.

The Completed tab can be used to view notes after your eReq has been submitted, such as an explanation of possible delays.

The Completed tab is located next to your eReq “Inbox” tab. Click on the “Completed” tab, then click on the Incident number which will allow you to view the eReq Summary in real time.

To see the status of your eReq, click on the “Completed” tab, find your incident number and click the “History” button located on the far right hand side of the screen. This will indicate where your eReq is in the workflow process.

If the eReq was rejected, it goes one step backward in the workflow process.

How do I attach a document?

Click on the Attachments tab and click browse. Select a document that is saved on your computer. Please label your attachment accurately for easy identification and select a Document Type from the drop down list. Click “Save Attachment”. If you don’t click “Save” your attachment will not be attached to the eReq.

How do I cancel an eReq?

To cancel an eReq:

1. Click on the Inbox tab in UB Workflow Client

2. Click on the incident number you wish to cancel

3. Click on the My Actions tab

4. Select “CANCEL” from the Select action dropdown list

5. Click on the “Save and Finish” button

You will receive a verification message to confirm that you indeed wish to cancel. Click “yes.”

Do I need to pick a commodity?

No, however your eReq will not be routed directly to the buyer unless the commodity is selected on the Ordering Instructions tab. If you know your commodity, please choose it from the drop down list so the eReq is not delayed at the log desk step.

What information is required for the item description?

To ensure that you receive the correct item, please include a catalog number before the description of the item. Always include a noun before an invoice number or “per attached list”. The more accurate information you provide us will also speed up the process.

Enter the quantity, select a unit of measure and enter the unit price. The system will do the math.

Make sure you click “Save item” after you enter each item.

What do I do if my document is too large?

How to reduce your attachments size: 

Requirement: Adobe Acrobat 10.0 (or higher)

1. Scan your attachments in black & white rather than color to save space (Change current color PDF files to b&w will also save space.)

2. Open your scanned or electronic file

Select Save As > Optimized PDF

I do not have time to finish my eReq, so how do I save it?

Click on the My Actions tab and select “Save without submit.” This will give you an incident number and you won’t lose any of the information you already entered. If you close out of your eReq without saving it you will lose everything and will need to start over.

Using this feature will also allow us to look at your eReq and assist you if necessary.

Can I use more than one account number?

Yes you can within the same funding source. The item total comes in from the Order Items tab and can be changed to allow for multiple account numbers; however the items and the funding total must match.

What is the “My Accounts” button for?

The “My Accounts” button on the Funding tab is a virtual index card to store all of your account numbers as well as a description of what they are used for.

1. Click on the “My Accounts” button.

2. Enter your account number and the description for the account.

3. Click “Save Account”. Repeat this process until you have listed all of your accounts.

To use this function, when you are creating an eReq, on the funding tab click on the “My Accounts” button and select the account number you wish to use. This will automatically fill in the account number for you on the funding tab. Make sure you click “Save Funding”.

What do the different ordering instructions mean?

No Special Instructions: select this option when the other ordering instructions do not apply to your eReq.

Blanket Order: A Blanket Order is placed with a supplier for a specific dollar amount for a period of time. You can then place orders with the supplier using the same PO number until the funds have been expended. This will eliminate the need for multiple eReqs to the same supplier.

Standing Order: A Standing Order is placed with a supplier when you are ordering the exact same item for a period of time on a scheduled delivery. (i.e.) the supplier delivers five bottles of water once a month for one year.

Confirming Received: This means that your order has already been received and the eReq is only for requesting payment.

Confirming Order Do Not Duplicate: The supplier is already aware of the order. Choosing this option will prevent duplication when the supplier receives their copy of the purchase order.

Advance Payment: The supplier requires prepayment before the service can be performed. This is not to be used for goods.

Where do I enter my requested delivery time?

The requested delivery information is entered on the "Ship-To" tab.

Please note that the buyer cannot see the “notes” section until they are working on the eReq. If your eReq is considered a “Rush” then you need to select “Rush” in the requested delivery date section and show the date you need it by so your eReq will be prioritized. You should also email or call the buyer to let them know your eReq is a rush.

How do I search for a supplier?

Enter the main word from the supplier’s name, use an asterisk (*) before and after. Less information will give you more extensive search results. From the results, select the supplier and location.

If you don’t find a match, enter a new supplier.

Be sure to click “Save”.

Refer to the supplier selection hints guide.

If you need a recommendation on suppliers, please contact the buyer.

How do I change my ship-to location?

Each eReq creator maintains the record of their “ship- to” locations, names and phone numbers of the contact person. If your location or contact information has changed, please follow the simple instructions below:

Go to the “Ship-To” tab in eReq

Click the box, “My Ship to Locations” (located under the tabs on the right-hand side of page)

Click “edit” next to the location you wish to change. Make the required changes, click “Save location”

You can also enter new locations, delete locations and change your default.

The location you enter on the first time using eReq becomes your default.

When is eReq available?

eReq is available from 7:00 a.m. - 11:00 p.m. daily; applications are closed university holidays. Many transactional services are not available 24 hours a day, 7 days a week because of necessary system maintenance, database backups and software upgrades. Due to these constraints, the current standard hours of operation for most of the university's administrative applications is limited.

Inventory and SWAP

When reviewing my Inventory, I’m finding some pieces of equipment that have the bar-coded tags that do not appear on my Inventory printout. What should I do? Should I add these to the bottom of the Inventory sheets?

In April, 2008, the cost threshold for adding equipment to the RAM was increased to $5,000.00. Equipment below the new cost threshold was purged from the RAM. This is the reason why you find equipment bar-coded but not on your Inventory printout. If you are unsure if this is the reason, please make a note of the item on the Inventory when you return it and a staff member will contact you.

Why is it necessary to initial or sign my Re-Inventory Report prior to submitting it to Inventory Services?

It is necessary to sign the cover page to ensure the inventory has been received and all pages reviewed.

I saw some equipment in the hallway with a “Disposal Form” on it. Can I take it home?

No. This equipment, even though it may be in “scrap” condition, belongs to the University at Buffalo and must be disposed of by University Facilities.

My chair is broken and I have just received a new one. Can I put my old chair in the hallway or loading dock for disposal?

Equipment may not be placed in hallways, loading docks, or other common areas; this is a violation of fire and safety codes. As noted above, complete a Disposal Form and send to Inventory Services.

My printer no longer works. Can I just throw it in the wastebasket?

Equipment may not be thrown in the waste basket; equipment is UB property. Complete a Disposal Form indicating the asset number if there is one, serial number, and location of the asset.  UB Facilities works with a scrap metal recycler and all aspects of the items which can be recycled are utilized. Read about how to remove data and clean your computer for recycling.

When I do my inventory, I can’t find some of the assets. What should I do?

On your Inventory printout, write the word “unaccountable” in the left margin next to the asset number. After your inventory is updated in the RAM, Inventory Services will generate a report of all assets noted as unaccountable. The report will be sent to you, asking for your review. If the asset still cannot be found, a memo (on departmental stationery) signed by the department head should be sent to Inventory Services. The memo should indicate that all efforts to locate the asset(s) have been exhausted and that your department is asking Inventory Services to remove the asset(s) from your Inventory.

I recently received a new copier. Can I give my old copier to someone else in my building?

Yes, but you will need to complete an Inventory Data Change Form and send it to Inventory Services. We will make the changes to your Inventory, updating the new department, location, and new end-user.

Are there still surplus items stored at the Helm Warehouse?

There are some surplus items (mostly furniture) stored at Helm Warehouse.  The Warehouse personnel are listing available items on UB SWAP.  However, there may be a delay from the time an item arrives at Helm and the actual date it is listed on UB SWAP.  If you are looking for a particular item and don’t see it listed, you may call Helm Warehouse at 645-2740.  As is always the case, be sure to call ahead to set up a convenient time to see the item you may be interested in. Walk-ins are not recommended.

If I sell a state asset, but I receive payment to a Research Foundation award, does this change the ownership of this asset?

The asset remains a state asset in the RAM. Selling it to another department on campus does not change how the asset was originally acquired. However, the department acquiring the asset will need to inform Inventory Services of its new location, end user, and department.

I don’t see the category I am looking for listed, what do I do?

To request a new category or subcategory, please send an email to Inventory Services Manager.

My item has a price. How do I ensure payment for the item?

Arrange for payment to be made to listing department via an Interdepartmental Invoice (IDI) if appropriate for your circumstances.

What if no one wants the items I have posted?

Items NOT transferred/sold continue to be the responsibility of the listing party.  If no one is interested in the listed items after 90 days, the listing party should then follow the Equipment Disposal guidelines.

If someone interested in listing an item, what do I need to do?

1. Completely fill out the item profile.

2. If the item is a computer, be sure all files have been deleted from the hard drive.

3. Negotiate transfer/sale with prospective department.

4. If the item is recorded on your departmental inventory, make sure you have a signed receipt as your proof of transfer listing all asset numbers. Below is a sample receipt.   Also, be sure to send a Data Change Form to Inventory Services to update your inventory.


Sample Receipt

Date ___________

The following asset was transferred by department account number___________
to the Department of ______________, Inventory account number ________________.

Asset # ___________________

Serial # ___________________

Description _____________________________________________________________

Name and Phone # of Person transferring ___________________________________

Name and Phone # of Person receiving ______________________________________

My item has an asset number. How do I update my inventory?

If the item is equipment recorded in the RAM, fill out an Inventory Data Change Form identifying the asset number(s) and noting new account number, building and room number, along with new end user.  Forward the completed form to Inventory Services at 206 Crofts Hall.  Also, be sure you have a signed receipt as your proof of transfer listing all asset numbers.

How do I get the items to the office that wants them?

Campus departments using SWAP should arrange with University Facilities, Customer Service, for pick-up and delivery.  Their phone number is 645-2025.  Neither the Helm Warehouse nor Inventory Services can assist with the pick-up or delevery of items. 

For how long will my item be posted?

All listings are posted for a maximum of 90 days.  The listing party may elect a shorter timeframe.

How do I dispose of hazardous materials?

For information on the disposal of hazardous materials, please contact UB Environment, Health & Safety, 829-2401. 

What should I do if I want an item?

Negotiate the transfer or sale with prospective department and arrange with University Facilities, Customer Service at 645-2025 (if necessary) to pick up and deliver item(s) to new location.  Neither the Helm Warehouse nor Inventory Services will be able to help you with this.

How do I inquire about a particular listing?

Replies and inquiries regarding listings should be emailed directly to the submitter of the listing.  Do not contact Inventory Services for information regarding a specific listing as they will not be able to help you with this.

Can I leave my items in the hallway until someone wants them?

No items may be left in the hallway.  See the “Corridor Use Policy” at Environment, Health & Safety’s website, at ehs.buffalo.edu.

How long will my item remain on the site once it has closed?

An item will remain on the website for five additional days once it is closed or expired.  This will allow the listing party to re-open the listing for another 90 days, if desired.

Paying Suppliers

How does an invoice get paid?

Accounts Payable will:

1. Match the invoice to the purchase order and process payment in the appropriate payment system ten calendar days after receipt of the invoice for purchase order transactions resulting in individual invoices less than $5,000, unless notified by the ordering department of any damages or discrepancies

2. Process payment for purchase order transactions resulting in individual invoices of $5,000 or more, when the web receiver system indicates satisfactory receipt of the goods and/or services.

I received a damaged item. What should I do?

Contact the buyer who coordinated your order. They will resolve problems related to damaged goods, incorrect items, wrong delivery, price differences between invoice and purchase order, etc.

I received my order in full, what do I do now?

Submit a web receiver for purchase order transactions resulting in individual invoices of $5,000 or more. 

Furniture and carpeting purchases require use of web receiver, no matter the dollar amount.

I received only a partial shipment but should have received the order in full. Now what?

Contact the buyer who coordinated your order. They will resolve problems related to damaged goods, incorrect items, wrong delivery, price differences between invoice and purchase order, etc.

How can I check the status of a purchase order processed on Research Foundation funds to see if it’s been paid?

Use the RF Report Center, RF AIR (Activity Interface Reporting) dashboard, Accounts Payable Inquiry tab.

How can I check the status of a purchase order processed on state funds to see if it’s been paid?

Use SIRI. Choose the Procurement dashboard, then State Payments tab. In the check/ACH field, a direct deposit (ACH) reference is 7 digits, a check number is 8 digits beginning with a zero, (e.g.) 0XXXXXXX.

PCard — State Funded

What if I want to change or have forgotten my PIN but have not yet blocked my PIN?

You can select a new PIN by calling the toll-free or collect phone number listed on the back of your card.

Please be aware that during your next transaction at a chip-enabled terminal, you may be required to enter the new PIN three or more times before the terminal will recognize it and complete the transaction.

What is the difference between a traditional magnetic stripe and a Chip and PIN card?

Chip and PIN cards contain an encrypted microprocessor that is embedded within the card. If the card is lost or stolen, the embedded microchip makes the card extremely difficult to counterfeit. All Citi Chip and PIN cards will continue to have a magnetic stripe, enabling cardholders to use their Citi Chip and PIN cards at merchants who have not yet adopted Chip and PIN technology. No personal information about the cardholder account (outside of account number, expiration date, PIN and Security Code) or cardholder is stored on the microchip.

Will my expiration date change when I switch to a Chip and PIN card?

Yes, the expiration date and the 3-digit security code on the back of your card will change with the new Chip and PIN card. Please be sure to notify all retailers with whom you make recurring preauthorized payments about this change.

Will I retain the same account number when I switch to a Chip and PIN card?

Yes, your account number will remain the same.

Will there be an impact to my recurring vendors when I switch to the Chip and PIN card?

If you know a vendor that has card expiration dates on file, please note that the vendor will need to update its records with the new expiration date to prevent declines, when accounts are re-issued.

How do I use my Chip and PIN card for the first time at a chip-enabled terminal?

  1. Your first chip transaction must be at a chip-enabled Point of Sale (POS) terminal that is attended by a person (not self-service).
  2. Insert the card, chip first, into the terminal and do not remove it until the transaction is complete.
  3. Confirm the purchase amount and sign the terminal receipt.
  4. Until you complete your first chip transaction at an attended terminal, your PIN will not be accepted at chip-enabled, self-service terminals.
  5. Subsequent chip transactions will prompt for a PIN.

What kinds of purchases can I make with the Procurement Card?

You can use a Procurement Card (PCard) to purchase a variety of non-travel, business-related items directly from suppliers with state or Research Foundation (RF) funds.  State and RF PCards each have dollar limits.

Who can get a PCard?

Departments will identify employees who are to receive a Procurement Card.  Cards are issued to individuals.  Ideally, the cardholder should be anyone who handles purchasing on a routine basis. This training is provided by the Procurement Card Administrator in the Purchasing Department.

Will I be required to give my PIN over the phone or the Internet?

No, you should never disclose your PIN to anyone. Purchases made over the phone and on the Internet do not require a PIN.

How do I activate my Chip and PIN card and select a PIN?

  1. Sign the back of your new card.
  2. Confirm receipt of your card and select your own custom 4-digit PIN by calling the tollfree or collect phone number on the activation sticker on your card.
  3. If your new Chip and PIN card is replacing an old card, destroy your old card by cutting it in half.

How do I use my Chip and PIN card for subsequent transactions at chipenabled terminals?

The merchant terminal will prompt you for your PIN. Enter your PIN on the keypad, making sure no one else can see what you are entering, just as you would at an ATM. Follow any additional terminal prompts to complete the transaction.

What if I enter an invalid PIN three or more times?

If you enter an invalid PIN three or more times, you will need to select a new PIN by calling the toll-free or collect phone number listed on the back of your card.

After resetting your PIN:

  1. Go to a chip-enabled terminal that is attended by a person (not self-service) for your next chip transaction.
  2. Confirm the purchase amount and sign the terminal receipt.
  3. During this transaction, your PIN will be unblocked.
  4. Until you complete a transaction at an attended terminal, your PIN will not be accepted at a self-service, unattended terminal.

Will my current magnetic stripe cards work until my Chip and PIN card is received?

Yes, you should continue to use your magnetic stripe card until your Chip and PIN card is received.

Does the PIN expire?

No, the PIN selected does not expire, however, if your account number changes you will be required to select a new PIN.

What if the retailer does not support Chip and PIN technology?

When you transact at a retailer who does not support Chip and PIN technology, your card will be swiped and you will sign for your purchases, as before.

How will I know if a retailer supports Chip and PIN technology?

If you swipe your card at a retailer who supports Chip and PIN technology, a message will be displayed instructing you to insert your card into the terminal. Insert your card, chip first, and do not remove it until the transaction is complete.

Once I select my PIN, can the card be used immediately?

Yes, the card can be used immediately after it has been activated and a PIN has been selected.

I accidentally charged something to my Procurement Card.

1.      Report the issue to Angie Rzeszut at 716-645-4533.

2.      Make out a check payable to the University at Buffalo and directed to Procurement Card Administration, 224 Crofts Hall, Buffalo, NY 14260 for processing. Do not send to Citibank.

3.      Confirmation of the deposit will be returned to you, and should be retained in your Procurement Card file. Continued accidental charges could result in suspension or termination of the card.

I can’t locate my receipt or invoice.

Contact the supplier to request a replacement receipt or invoice.  If the supplier cannot produce a replacement, then contact Procurement Card Administration.

My card has been lost or stolen, what do I do?

1.      Contact the Citibank help desk immediately at 800-248-4553 option 4. Citibank will email a security affidavit to dispute any unauthorized activity.  Return as directed.

2.      Following the notification to Citibank, report the issue to Angie Rzeszut at 716-645-4533.

3.      Reconcile/certify charges in anticipation of any credits.  Include the documentation in your Procurement Card file.

How do I change information related to my profile (new account, new approver, change my billing address or name)?

Complete a State Procurement Card Maintenance Form and fax to 716-645-2687 or mail to:

Procurement Card Administration
224 Crofts Hall
North Campus

I received an email or phone call from Citibank indicating my card has been compromised? What do I do?

Contact the Citibank help desk immediately at 800-248-4553 option 4 to verify recent activity. If the card has been compromised, report the issue to Angie Rzeszut at 716-645-4533. Return the Citibank security affidavit as directed for any unauthorized activity. Retain documentation in your Procurement Card file, and reconcile/certify in anticipation of any credits.

How do I contact Citibank?

Citibank Customer Support for cardholder general inquiries or to report a card lost or stolen, call 800-248-4553, option 4.  Assistance is available 24 hours a day, 7 days a week.

Help Desk Support - for website access problems to https://home.cards.citidirect.com call 800-790-7206, option 2.  Assistance is available 7:00am - 8:00pm Mon-Fri EST.

Cardholder Dispute Form must be faxed within 60 calendar days to 605-357-2019

I don't agree with a transaction.

Contact the supplier to try to resolve the issue.  If the supplier doesn’t cooperate, file a dispute via Citibank. Disputes must be submitted to Citibank within 60 days of the statement. Retain documentation in your Procurement Card file, and reconcile/certify in anticipation of any credits. Contact Angie Rzeszut at 716-645-4533 for assistance.

I don’t recognize one of my transactions. Who do I call?

1.      Contact the phone number of the supplier listed on the Citibank statement.

2.      If you cannot identify the transaction or reach the supplier, contact Angie Rzeszut at 716-645-4533. Include documentation in your Procurement Card file, and reconcile/certify in anticipation of any credits.

How to I file a dispute with Citibank?

1.      Log on to the https://home.cards.citidirect.com to view the cardholder statement. 

2.      Using the Web Tools option, select the statement containing the transaction. To locate Web Tools, refer to page 3 of the statement instructions.

3.      Select the transaction.

4.      Click on the dispute button at the bottom of the page to access the dispute form.

5.      Complete the dispute form and click on the submit dispute button.

6.      Print, sign, and fax the dispute form into Citibank as noted on the form and keep a copy with your PCard file.  Once disputed, the item will note that it is disputed in the status area.  The bank will review the dispute, investigate the charge.

All transactions must be reconciled/certified pending any credits.

I am leaving my position, what do I do?

Contact Angie Rzeszut at 716-645-4533.

Cards must be cancelled prior to your departure.  Once canceled, the cut-up card must be returned via campus mail to:

Procurement Card Administration
University at Buffalo
224 Crofts Hall
North Campus
Buffalo, NY  14260-7013

We greatly appreciate your assistance with closing out any outstanding certifications. All paperwork must be retained by your department for six years plus the current year.

How can I protect the account from unauthorized use?

  • Keep the card secure
  • Review your account activity regularly
  • Use only reputable suppliers and secure websites
  • Do not email the credit card number
  • Do not share the card
  • Beware of links in email. If you see a link in a suspicious email message, don't click on it. Rest your mouse (but don't click) on the link to see if the address matches the link typed in the message.

Additional recommendations are available from:

How You Can Protect Cardholder Data (UB Information Technology)

Citibank

Protecting Against Credit Card Fraud (Federal Trade Commission)

How do I reconcile and certify my PCard charges?

  1. On or about the 6th of each month, you will receive an email notification from Citibank to alert you that a statement is available.
  2. Print and review the Citibank statement for accuracy and reconcile or match each transaction with your Summary Log or PCard Order Form and the supplier receipts and invoices. Complete this verification within five (5) business days of the email notification from Citibank. Your approver needs to review, sign and date the Citibank statement.
  3. An additional reconciliation must be completed through the SUNY Employees Services Web Portal. An email notification will be sent to all cardholders from the UB program administrator when activity is available for reconciliation. The account reconciliation must be completed within 2 weeks of date of the email notification from the program administrator.

I need to reserve a hotel room for an employee who will be traveling; can I use the Procurement Card to hold the reservation?

No, the Procurement Card cannot be used for travel related purchases.  The merchant category code is blocked, and the transaction will decline.  Using the Procurement Card to hold the reservation will put the traveler’s reservation in jeopardy.

I was charged sales tax, what do I do?

Contact the supplier and request a refund to the card for any sales tax paid.  Supply the NYS Sales Tax Exempt Certificate (AC946).  Be sure to include the University at Buffalo in any billing profile to match the Sales Tax Exempt Certificate.  Reconcile in anticipation of any credits.

Can someone else use my PCard?

No, the individual named on the face of the card is the only person authorized to use the card.  Cards cannot be shared.  If you will be out of the office for an extended period of time, contact Procurement Card Administration to request a temporary suspension.

Why is my transaction declining? What do I do?

Contact Procurement Card Administration.

Certain merchant category codes are blocked and will prevent transactions from processing or the card may have been suspended due to suspicious card activity.

Contact Citibank at 1-800-248-4553, option 4 if you cannot reach Procurement Card Administration.

What does Citi Chip and PIN mean for me?

When making a purchase at a merchant that uses Chip and PIN Point of Sale (PoS) equipment, you will be prompted to enter your confidential four-digit Personal Identification (PIN). Merchants are expected to rapidly adopt Chip and PIN technology during the course of 2014 and 2015. Today, Chip and PIN technology is much more common in other countries, outside of the U.S. Even if cash access is not permitted on your card, you will be required to use a PIN for purchases. Retailers who have not upgraded to Chip and PIN technology will continue to request your signature to identify you as the cardholder.

What will happen to my existing magnetic stripe card after I switch to Chip and PIN?

After you activate your card and select a PIN, be sure to immediately cut up and dispose of your old card.

PCard — Research Foundation-Funded

What kinds of purchases can I make with the Procurement Card?

You can use a Procurement Card (PCard) to purchase a variety of non-travel, business-related items directly from suppliers with state or Research Foundation (RF) funds.  State and RF PCards each have dollar limits.

Who can get a PCard?

Departments will identify employees who are to receive a Procurement Card.  Cards are issued to individuals.  Ideally, the cardholder should be anyone who handles purchasing on a routine basis. This training is provided by the Procurement Card Administrator in the Purchasing Department.

I accidentally charged something to my Procurement Card.

Report the issue to Procurement Card administration.

Checks should be payable to the Research Foundation and sent to Procurement Card Administration for processing.  Do not send directly to American Express.

Continued accidental charges could result in suspension or termination of the card.

I am not sure if the item is an allowable purchase. Who should I contact?

For award compliance and allowability questions, email your assigned Award Analyst in Sponsored Projects Services and copy Debbie Kostran or Angie Rzeszut in Procurement Card Administration or contact directly:

Debbie Kostran at 645-4530 or Angie Rzeszut at 645-4533

I received an email or phone call from American Express indicating my card has been compromised. What do I do?

Contact American Express at 1-800-492-4920 for assistance.

If the card has been compromised, report the issue to the people listed below in Procurement Card Administration:   

Debbie Kostran at 716-645-4530 or Angie Rzeszut at 716-645-4533

I can’t locate my receipt or invoice.

Contact the supplier to request a replacement receipt or invoice.  If the supplier cannot produce a replacement, contact Procurement Card Administration for assistance.

My card has been lost or stolen, what do I do?

Report Lost or Stolen Cards:

1-800-492-4920, then immediately contact the people listed below in Procurement Card Administration:   

Debbie Kostran at 716-645-4530  or Angie Rzeszut at 716-645-4533

How do I change information related to my profile (new account, change my billing address or name)?

Complete a RF Procurement Card Maintenance Form and fax to 716-645-2687 or mail to:

Procurement Card Administration
224 Crofts Hall
North Campus

How do I contact American Express?

AMERICAN EXPRESS CUSTOMER SUPPORT

Cardholder General Inquiries 1-800-492-4920
Online Statement Access: www.americanexpress.com/checkyourbill   
Website help: 1-800-AXP-1234
Report Disputes: 1-800-492-4920 within 60 days
Report Lost or Stolen Cards: 1-800-492-4920, then immediately contact Procurement Card Administration at 716-645-2676.

I don’t agree with a transaction, and I need to file a dispute.

To file a dispute, contact American Express via telephone at 1-800-492-4920. Disputes must be submitted to American Express within 60 days of the statement.  Retain documentation in your Procurement Card file and list the transaction on your monthly summary in anticipation of any credits.  Retain documentation of the dispute for your records.  For additional assistance, contact the people listed below in Procurement Card Administration:   

Debbie Kostran at 716-645-4530 or Angie Rzeszut at 716-645-4533

I don’t recognize one of my transactions. Who do I call?

If possible, try to contact the supplier to investigate.  If you cannot identify the transaction or reach the supplier, contact American Express at 1-800-492-4920. For additional assistance, contact the people listed below in Procurement Card Administration:   

Debbie Kostran at 716-645-4530 or Angie Rzeszut at 716-645-4533

I am leaving my position, what do I do?

Contact the people listed below in Procurement Card Administration for assistance:

Debbie Kostran at 716-645-4530 or Angie Rzeszut at 716-645-4533

Cards must be cancelled prior to your departure.

Once canceled, the cut-up card must be returned via campus mail to:

Procurement Card Administration
224 Crofts Hall
North Campus

We greatly appreciate your assistance with closing out the account prior to your departure.

How can I protect the account from unauthorized use?

  • Keep the card secure
  • Review your account activity regularly
  • Use only reputable suppliers and secure websites
  • Do not email the credit card number
  • Do not share the card
  • Beware of links in email. If you see a link in a suspicious email message, don't click on it. Rest your mouse (but don't click) on the link to see if the address matches the link typed in the message.

Additional recommendations are available from:

How You Can Protect Cardholder Data (UB Information Technology)

American Express Security Center

Protecting Against Credit Card Fraud (Federal Trade Commission)

I need to reserve a hotel room for an employee who will be traveling; can I use the Procurement Card to hold the reservation?

No, the Procurement Card cannot be used for travel related purchases.  The merchant category code is blocked and the transaction will be declined.  Using the Procurement Card to hold the reservation will put the traveler’s reservation in jeopardy.

I was charged sales tax, what do I do?

Contact the supplier and request a refund to the card for any sales tax paid.  Supply the Research Foundation Sales Tax Exempt Certificate.  Be sure to include the University at Buffalo in any billing profile to match the Sales Tax Exempt Certificate.  Reconcile in anticipation of any credits.

Can someone else use my PCard?

No, the individual named on the face of the card is the only person authorized to use the card. Cards cannot be shared.  If you will be out of the office for an extended period of time, contact Procurement Card Administration to request a temporary suspension.

Why is my transaction declining? What do I do?

Report the issue to Procurement Card Administration.

Certain merchant category codes are blocked, and will prevent transactions from processing or the card may have been suspended due to suspicious card activity.

Contact American Express at 1-800-492-4920 if you cannot reach Procurement Card Administration

PCard — UB Foundation-Funded

I accidentally charged something to my Procurement Card.

  • Note the personal charge on your monthly reconciliation form.
  • Checks should be payable to UBF and sent to UBF with your monthly reconciliation form. Do not send directly to American Express.
  • Continued accidental charges could result in suspension or termination of the card.

Can someone else use my PCard?

No, the individual named on the face of the card is the only person authorized to use the card. Cards cannot be shared. If you will be out of the office for an extended period of time, contact Rose Dommer at 716-645-8749 to request a temporary suspension.

I can’t locate my receipt or invoice.

Contact the supplier to request a replacement receipt or invoice. If the supplier cannot produce a replacement, contact your Accounts Payable Associate for assistance.

I received an email or phone call from American Express indicating my card has been compromised. What do I do?

  • Contact American Express at 1-800-492-4920 for assistance.
  • If the card has been compromised, report the issue to Rose Dommer at 716-645-8749.

My card has been lost or stolen, what do I do?

To report lost or stolen cards:

  • Call 1-800-492-4920
  • Then immediately contact Rose Dommer at 716-645-8749

I was charged sales tax, what do I do?

Contact the supplier and request a refund to the card for any sales tax paid. Supply the UBF Activities Sales Tax Exempt Certificate or UBF Services Sales Tax Exempt Certificate Be sure to include the University at Buffalo Foundation in any billing profile to match the Sales Tax Exempt Certificate. 

How do I contact American Express?

American Express Customer Support

  • Cardholder General Inquiries 1-800-492-4920
  • Online Statement Access: www.americanexpress.com/checkyourbill  
  • Website help: 1-800-AXP-1234
  • Report Disputes: 1-800-492-4920 within 60 days
  • Report Lost or Stolen Cards: 1-800-492-4920, then immediately contact Rose Dommer at 716-645-8749.

I don’t recognize one of my transactions. Who do I call?

If possible, try to contact the supplier to investigate. If you cannot identify the transaction or reach the supplier, contact American Express at 1-800-492-4920. For additional assistance, contact your Accounts Payable Associate or Rose Dommer at 716-645-8749.

I don’t agree with a transaction, and I need to file a dispute.

To file a dispute, contact American Express via telephone at 1-800-492-4920. Disputes must be submitted to American Express within 60 days of the statement. Retain documentation and list the transaction on your monthly summary noting it is in dispute. Retain documentation of the dispute for your records. For additional assistance, contact your Accounts Payable Associate or Rose Dommer at 716-645-8749.

I am leaving my position, what do I do?

Contact your Accounts Payable Associate or contact Rose Dommer at 716-645-8749 for assistance. Cards must be cancelled prior to your departure.

Once canceled, the cut-up card must be returned via campus mail to:

UBF
Center for Tomorrow
North Campus

We greatly appreciate your assistance with closing out the account prior to your departure.

I am not sure if the item is an allowable purchase. Who should I contact?

For questions, please contact your Accounts Payable Associate or Rose Dommer at 645-8749.

How can I protect the account from unauthorized use?

  • Keep the card secure
  • Review your account activity regularly
  • Use only reputable suppliers and secure websites
  • Do not email the credit card number
  • Do not share the card
  • Beware of links in email. If you see a link in a suspicious email message, don't click on it. Rest your mouse (but don't click) on the link to see if the address matches the link typed in the message.

Additional recommendations are available from:

How You Can Protect Cardholder Data (UB Information Technology)

American Express Security Center

Protecting Against Credit Card Fraud (Federal Trade Commission)

I need to reserve a hotel room for an employee who will be traveling; can I use the Procurement Card to hold the reservation?

Yes, the Procurement Card can be used for travel related purchases. 

What kinds of purchases can I make with the PCard?

You can use a Procurement Card (PCard) to purchase a variety of business-related travel, meals, supplies, equipment and other appropriate expenses permitted under current university and departmental guidelines with UBF funds. PCards have dollar limits.

What kinds of purchases cannot be made with the PCard?

The PCard should not be used for the following types of purchases: donations, political campaign activities, cash advances, gift cards/gift certificates, food purchases for employee or staff meetings, payments for services to consultants, professionals, or other individuals, splitting purchases to circumvent maximum per transaction amount, automated or recurring billings, or personal use.

Who can get a PCard?

University or Research Foundation employees may apply for a PCard. Cards are issued to individuals. Ideally, the cardholder should be anyone who handles purchasing or travels on a routine basis.

Why is my transaction declining? What do I do?

  • Report the issue to Rose Dommer at 716-645-8749.
  • The card may have been suspended due to suspicious card activity.
  • Contact American Express at 1-800-492-4920 if you cannot reach Rose.

Purchasing

How do I select a reliable supplier for my purchase?

The desired goal in the selection of a supplier is to achieve the best possible combination of service and cost, while being in accordance with various purchasing initiatives. Consult with Purchasing to find a supplier that meets your needs.

What is a sole source justification?

The University at Buffalo requires open and free competition for all procurement transactions. In cases where the purchase is limited to a single or sole manufacturer or supplier, UB’s Purchasing Department must have a written explanation or justification on file.

Suppliers — Computers and Software

What if the UB 2020 offerings do not have an upgrade that I need?

The UB 2020 machines including upgrades and add-ons are selected by the workstation standards committee. If the configuration is not available in the standards, email Peter_Castillo@dell.com
 for a quote.  Allow 1-2 business days for custom quotes.

What if I need consulting assistance?

Click on the ? Help Me Choose option. A window will pop up that explains the different options. Most components have built-in consulting assistance.

How do I customize a UB 2020 Workstation Standard Configuration?

Your options are Add to Cart or Customize. Click on Customize to see the exact configuration and all the available upgrades and add-ons for that system

 After you click customize, you will see all the components of your configuration. If upgrades are available you can click on the radio button to upgrade or add that component.

Why can’t I find Dimension, Vostro, and Inspiron consumer products?

These are consumer models and are not available to purchase from the government/education store.  The Optiplex and Latitude lines are network-optimized and designed to allow for a lower total cost of ownership for UB, offer long-term stability with longer product life cycles and are compatible with the UB image.  Check with your department before making a purchase.

How do I find Dell printers, monitors, projectors, supplies, or other miscellaneous IT supplies? Is there a keyword search?

Dell offers a complete line of software and peripheral products and our account includes standard ground shipping at no additional charge.  Click on the Software and Peripherals tabs.  This tab also has a keyword search function for searching for a specific part number or item.  Before you buy software please review the UB department offerings.

How do I purchase a consumer Dell system not found in the UB Custom Dell store?

To configure a consumer model, you will need to do the following

  1. Configure a system at dell.com with a 64-bit Professional Edition of Microsoft Windows which is the supported version of Windows on-campus.
  2. Review configuration with your department to see if they are able to provide technical support and imaging.
  3. Place your order directly through Dell using your UB Procurement Card for a tax-exempt purchase. If you use a personal credit card, Dell will NOT reimburse sales tax.
  4. Orders for home/home office or small business cannot be submitted through the eReq system. Do not send to Procurement Services for processing.
  5. You will need to provide a tax-exempt certificate to Dell. If you are charged tax, and you used a UB Procurement Card, please fill out the Business Purchase Verification Form and return directly to Dell.

How do I select an item beyond the standard? What about servers and storage?

Click on the Systems tab.  The UB Custom Dell Configurator offers a complete line of computers and notebooks designed for use on-campus. In addition, most models are compatible with the UB image for easy installation and deployment.

Where are the UB 2020 Workstation Standard Configurations on the UB Custom Dell Store?

The university standards are located on the home page. They can also be accessed from the Shop Menu/Standard Configurations.

Suppliers — Hotels

Can our guests charge meals to their room?

Yes. However it must be within the current per diem rates and not include alcohol. All alcoholic beverages must be paid for by the guest.

I have already booked my guest at a hotel that does not offer per diem rates. What should I do?

If you already have reservations at a hotel that is above the current per diem rate you can cancel the reservation and book a room at a different hotel or use UBF funding to pay for this expenditure.

Can I use a different hotel for my guest?

If the hotel is able to direct bill the university and offers the per diem rate for the current year, you can book your guest at a different hotel. Check the current New York state per diem rates.

I need to reserve a hotel room for an employee who will be traveling; can I use the Procurement Card to hold the reservation?

No, the Procurement Card cannot be used for travel related purchases.  The merchant category code is blocked, and the transaction will decline.  Using the Procurement Card to hold the reservation will put the traveler’s reservation in jeopardy.

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