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.
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.
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.
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.
A receiver is required for furniture and carpeting at all dollar amounts.
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.
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.
Use the RF Report Center, RF AIR (Activity Interface Reporting) dashboard, Accounts Payable Inquiry tab.
Use SIRI to check your UBF account.
Invoices should be directed to your designated contact in the department where the transaction occurred unless otherwise directed.
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.
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.
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.
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.
Provide a completed W9 form, along with the approved expenditure form (disbursement request or eReq), before payments can be made to a new vendor.