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. We can provide training on the Web Receiver system and answer questions regarding the payment process.
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.
Purchase Orders 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 States epayments (electronic payments). Please see the NYS’s Office of the State Comptroller (OSC) epayments website for information about the program including enrollment forms.
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.
Contact an Expert for Payments to Suppliers
State-Funded Payments
Suppliers whose name begins with: F, J, K, T, U
Suppliers whose name begins with: E, G, I, N, O, P, Q, R (except National Fuel, National Grid)
Darlene Brown
State Accounts Payable
State-funded RAP reimbursements; honoraria; moving expenses
Confirming Received and Advance Payment POs
Suppliers whose name begins with: A, B, D; National Fuel, National Grid
Suppliers whose name begins with: C, H, M, S
Annette Saraceno
Accounts Payable Systems and Payment Operations
Financial Management
Suppliers whose name begins with: L, V, W, X, Y, Z; AT&T cell phones; CELLCO (Verizon cell phones); Copier maintenance agreements
RF-Funded Payments
Fisher Scientific, Integrated DNA, Student Account Payments;Suppliers whose name begins with: E, F, G, H, I, J
Kellie Attea
Research Foundation Accounts Payable
Subcontracts
Karen Crissey
Manager
Accounts Payable
Cylinders (Airgas, Air Liquide, Jackson, Linde, Matheson Gas, Praxair, Strate), UB Foundation
Barbara DeCarolis
Research Foundation Accounts Payable
VWR; Suppliers whose name begins with: A, B, C, D, K
Carol Michno
Research Foundation Accounts Payable
Sigma-Aldrich, Krackeler Scientific; Suppliers whose name begins with: S, T, U, V, W, X, Y, Z
Tonya Paulk
Research Foundation Accounts Payable
Staples, Cell Phones; Suppliers whose name begins with: L, M, N, O, P, Q, R
Patty Purcell
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
