Receive and Pay for Goods and Services

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Accounts Payable processes payments to suppliers for purchase orders. AP staff matches the invoice to the purchase order and receiving information to complete the payment process. 

ShopBlue Purchase Orders

After your order has been received, you have to create and submit a receiver in ShopBlue to indicate that the items have been received.

A receiver is required for every transaction in ShopBlue except for Payment Requests.

eReq Purchase Orders

Over $5,000

When you receive part of or all of your purchase order, submit a Web Receiver to authorize payment of the invoice.  Furniture and carpeting orders of any amounts require a Web Receiver.

Under $5,000

For individual invoices less than $5,000, Accounts Payable will issue payment ten calendar days after receipt of the invoice unless notified by the ordering department of any damages or discrepancies.  This process is outlined in the Receipt of Goods and Services Policy.

Contact the AP staff member who processes payment for the vendor to hold payment or you may submit a Web Receiver immediately to notify Accounts Payable to hold payment.

Exception to Web Receiver Rule

A receiver is required for furniture and carpeting at all dollar amounts.

Problems With Your Order?

Contact the purchasing agent who coordinated your order for help to resolve problems related to damaged goods, incorrect items, wrong delivery, price differences between invoice and purchase order.

How to Check Payment Status

State-Funded Payments

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.

RF-Funded Payments

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

UBF-Funded Payments

Use SIRI to check your UBF account.  

The Payment Process for Suppliers

Invoices should be directed to your designated contact in the department where the transaction occurred unless otherwise directed.

Taxpayer Identification Number and Certification Forms (W-9 and W-8)

All suppliers new to UB are required to submit a completed 2-page tax ID form to Procurement Services as confirmation of their business identity. This information is used to build supplier profiles in the three databases that support encumbrances from our electronic requisitioning system. Submit a UB version for U.S.-based vendors of the W-9 form or submit a UB version of the W-8 form for non U.S.-based suppliers.

NYS epayments

A fast and efficient method to receive your payments from New York State is to enroll in New York State's epayments (electronic payments).  Please visit the NYS Office of the State Comptroller (OSC) Vendor website to enroll.

NY Statewide Financial System (SFS)

New York State uses the Statewide Financial System (SFS) to maintain vendor information. All vendors paid by entities utilizing state funds must be enrolled in SFS. The entity for which the vendor makes their first purchasing agreement with is responsible to enroll the vendor in SFS. Any future changes to the vendor record must be maintained by the vendor.  

Research Foundation (RF) Electronic Payments for Vendors

A fast and efficient method to receive your payments from the Research Foundation is to enroll in RF’s electronic payment option. The Research Foundation’s Electronic Payment for Vendors and Consultants website includes contact information for enrollment.

UB Foundation (UBF) Payments for New US Vendors

Provide a completed W9 form, along with the approved expenditure form (disbursement request or eReq), before payments can be made to a new vendor.

Contact an Expert for Payments to Suppliers

State-Funded Payments

  • Consolidated Billing Administrator; AdvoWaste Medical Services, Airgas USA, Fisher Scientific, Staples (Proftech), United Parcel Service, VWR International

    Renee Braun.

    Renee Braun

    State Accounts Payable

    Financial Management

    Phone: 716-645-4571

    Email: braun@buffalo.edu

  • Suppliers whose name begins with: E, G, I, N, O, P, Q, R (except National Fuel, National Grid, Praxair)

    Darlene Brown.

    Darlene Brown

    State Accounts Payable

    Financial Management

    Phone: 716-645-4516

    Email: dfbrown@buffalo.edu

  • State-funded RAP reimbursements; honoraria; moving expenses

    avatar.

    Karen Buchheit

    Financial Management

    Phone: 716-645-4528

    Email: kmb36@buffalo.edu

  • Suppliers whose name begins with: A, B, D; Buffalo Water, Erie County Water, National Fuel, National Grid

    Cindy Kerr.

    Cindy Kerr

    State Accounts Payable

    Financial Management

    Phone: 716-645-4018

    Email: clkerr@buffalo.edu

  • Suppliers whose name begins with: F, H, M, S; Praxair; ShopBlue Voucher Team

    Andrew Koblich.

    Andrew Koblich

    State Accounts Payable

    Financial Management

    Phone: 716-645-2647

    Email: akoblich@buffalo.edu

  • ShopBlue Voucher Team

    Leanne Martin.

    Leanne Martin

    Accounts Payable

    Financial Management

    Phone: 716-645-2651

    Email: lmartin7@buffalo.edu

  • ShopBlue Operations Team

    Linda Morse.

    Linda Morse

    Accounts Payable

    Financial Management

    Phone: 716-645-4557

    Email: lmorse@buffalo.edu

  • Suppliers whose name begins with: C, K, T; ShopBlue Operations Team

    Teresa Olverd.

    Teresa Olverd

    State Accounts Payable

    Financial Management

    Phone: 716-645-4517

    Email: teresaol@buffalo.edu

  • Corr Distributors; Primary contact for general payment questions and ShopBlue inquiries

    Annette Saraceno.

    Annette Saraceno

    Accounts Payable Systems and Payment Operations

    Financial Management

    Financial Management

    Phone: 716-645-4514

    Email: als38@buffalo.edu

  • Suppliers whose name begins with: J, L, U, V, W, X, Y, Z; AT&T cell phones; CELLCO (Verizon cell phones); Copier maintenance agreements

    Sandy Belguendouz.

    Sandy Vriesen

    State Accounts Payable

    Financial Management

    Phone: 716-645-4523

    Email: sb236@buffalo.edu

RF-Funded Payments

  • Suppliers whose name begins with: E, F, G, H, I, J, L, P; Student Accounts Payments; ShopBlue Resolutions Team

    Kellie Attea.

    Kellie Attea

    Research Foundation Accounts Payable

    Financial Management

    Phone: 716-645-4508

    Email: kobrien3@buffalo.edu

  • Subcontracts; ShopBlue inquiries

    Karen Crissey.

    Karen Crissey

    Manager

    Accounts Payable

    Financial Management

    Phone: 716-645-4511

    Email: kcrisse@buffalo.edu

  • ShopBlue Voucher Team

    Leanne Martin.

    Leanne Martin

    Accounts Payable

    Financial Management

    Phone: 716-645-2651

    Email: lmartin7@buffalo.edu

  • Suppliers whose name begins with: A, B, C, D, K, N, O, Q; VWR International

    Carol Michno.

    Carol Michno

    Research Foundation Accounts Payable

    Financial Management

    Phone: 716-645-4507

    Email: cmmichno@buffalo.edu

  • ShopBlue Operations Team

    Linda Morse.

    Linda Morse

    Accounts Payable

    Financial Management

    Phone: 716-645-4557

    Email: lmorse@buffalo.edu

  • Suppliers whose name begins with: M, R, S, T, U, V, W, X, Y, Z; Krackeler Scientific

    Tonya Paulk.

    Tonya Paulk

    Research Foundation Accounts Payable

    Financial Management

    Phone: 716-645-4524

    Email: paulk@buffalo.edu

UBF-Funded Payments

Sponsored Programs, Dental Medicine, Engineering & Applied Sciences, Architecture & Planning, Nursing 

Cindy Paterson.

Cindy Paterson

UB Foundation

Phone: 716-645-8724

Email: clbragg@buffalo.edu

Arts & Sciences, Health Sciences, Medicine & Biomedical Sciences

tinamattison.

Tina Mattison

UB Foundation

Phone: 716-645-3017

Email: tinamatt@buffalo.edu

UDSMR, Management, Law, Pharmacy, Student Life

Ingrid McCabe.

Ingrid McCabe

UB Foundation

Phone: 716-645-8723

Email: deviam@buffalo.edu

Athletics, Graduate School of Education, Social Work, Student Housing, Philanthropy & Alumni Engagement

Kishanie Fernando.

Kishanie Fernando

UB Foundation

Phone: 716-645-8743

Email: kishanie@buffalo.edu

Stephanie (Stevie) Ruffino.

Stephanie (Stevie) Ruffino

Senior Accounts Payable Associate

UB Foundation

Phone: 716-645-8748

Email: scruffin@buffalo.edu

Rose Dommer.

Rose Dommer

Accounts Payable Manager

UB Foundation

Phone: 716-645-8749

Email: rdommer@buffalo.edu

Related Policies and Training

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