Receive and Pay for Goods and Services
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 UBFirst 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
Suppliers whose name begins with: E, G, I, N, O, P, Q, R (except National Fuel, National Grid, Praxair)
Darlene Brown
State Accounts Payable
State-funded RAP reimbursements; honoraria; moving expenses
Suppliers whose name begins with: A, B, D; Buffalo Water, Erie County Water, National Fuel, National Grid
Suppliers whose name begins with: F, H, M, S; Praxair; ShopBlue Voucher Team
Andrew Koblich
State Accounts Payable
ShopBlue Voucher Team
ShopBlue Operations Team
Suppliers whose name begins with: C, K, T; ShopBlue Operations Team
Teresa Olverd
State Accounts Payable
Corr Distributors; Primary contact for general payment questions and ShopBlue inquiries
Annette Saraceno
Accounts Payable Systems and Payment Operations
Financial Management
Suppliers whose name begins with: J, L, U, V, W, X, Y, Z; AT&T cell phones; CELLCO (Verizon cell phones); Copier maintenance agreements
RF-Funded Payments
Suppliers whose name begins with: E, F, G, H, I, J, L, P; Student Accounts Payments; ShopBlue Resolutions Team
Kellie Attea
Research Foundation Accounts Payable
Subcontracts; ShopBlue inquiries
Karen Crissey
Manager
Accounts Payable
ShopBlue Voucher Team
Suppliers whose name begins with: A, B, C, D, K, N, O, Q; VWR International
Carol Michno
Research Foundation Accounts Payable
ShopBlue Operations Team
Suppliers whose name begins with: M, R, S, T, U, V, W, X, Y, Z; Krackeler Scientific
Tonya Paulk
Research Foundation Accounts Payable
UBF-Funded Payments
Sponsored Programs, Dental Medicine, Engineering & Applied Sciences, Architecture & Planning, Nursing
Arts & Sciences, Health Sciences, Medicine & Biomedical Sciences
UDSMR, Management, Law, Pharmacy, Student Life
Athletics, Graduate School of Education, Social Work, Student Housing, Philanthropy & Alumni Engagement
Stephanie (Stevie) Ruffino
Senior Accounts Payable Associate
UB Foundation
Phone: 716-645-8748
Email: scruffin@buffalo.edu
