Reimbursement Using State Funds

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Reimbursements with state funds are paid to university employees who have purchased business-related goods with out-of-pocket funds on behalf of their department.  

Not All Purchases Are Reimbursable

Seeking reimbursement for out of pocket expenses is not a best practice. You are not guaranteed reimbursement.

Preferred Purchasing Methods

Departments must consider using UB's preferred purchasing methods such as a Procurement Card, eProcurement or purchase order for business transactions. Using these methods ensures contract pricing, liability and tax exemption requirements are met. When requesting reimbursement, you may be asked to explain why one of these preferred methods was not utilized.

Ownership of Reimbursed Items

Ownership of all items acquired with state, Research Foundation (RF) or UB Foundation (UBF) funds is vested with the respective entity and not the individual faculty or staff member. This includes items purchased:

  • by an individual for which the cost was reimbursed.
  • using a university procurement method such as a purchase order, Procurement Card (PCard), or any eProcurement method.

Departments must also ensure appropriate equipment management requirements are met.

How to Request Reimbursement

Complete the reimbursement/advance payment form, better known as the RAP form.

Prerequisites for Reimbursement

  • List the UB business purpose of the expense on the RAP form.
  • Attach original receipts to the RAP form.
  • Verification of payment. Depending on how the purchase was made, additional information might be requested to substantiate that the purchase of goods or services took place.
  • The payee and the authorized individual must sign the RAP form. See the UB Approval Authority Policy.

Food and Beverage Reimbursements

The UB Food and Beverage Guidelines regulates payment and reimbursement for food, beverage and related expenses associated with official university functions. Documentation is required to support and justify the business-related purpose of the expense, such as:

  • Date, time and location of the event or meeting.
  • An agenda or flyer that describes the purpose of the event or meeting.
  • A list of attendees and their affiliation to UB.

Sales Tax Exemptions

Every effort should be made to obtain New York State sales tax exemption. If the vendor did not accommodate UB's tax exempt status, then you might be required to provide an explanation.

Restrictions for Reimbursements

Reimbursement is typically requested for food purchases and registration costs for vendors that may not accept credit cards or purchase orders. Registration costs related to travel should be included on the travel voucher.

Remember, not all state-funded items can be reimbursed on the RAP form.  The RAP form cannot be used for payments to suppliers, travel, honoraria, or student tuition and scholarships.

How to Confirm Reimbursement

Payments can be confirmed by the department using SIRI State Payments tab. A direct deposit reference is 7 digits, a check number is 8 digits beginning with a zero, (e.g.) 0XXXXXXX.

Reimbursements with state funds for state-funded employees are either direct-deposited into the payroll account or mailed to the address in the payroll file. Employees do not need to be added to the state-wide vendor file in order to be reimbursed. All other employee or individual reimbursements are mailed to the address provided on the travel voucher or RAP form.

If Employee Receives Pay by Paper Check — employees that receive part or all of their pay in a check will continue to receive a check for their travel or expense reimbursements. However, that check will be mailed to the same address as the one that appears on the employee’s paycheck. There is no option to have travel or RAP reimbursements sent to a different address.

If Employee Receives Pay by Direct Deposit — employees will not receive any notification that a direct deposit has occurred. Employees that have their full paycheck direct deposited to one bank account will have their travel or expense reimbursements deposited to that same account. Employees that have their direct deposit split across more than one account will have their travel/ expense reimbursements deposited into the account where the balance of their pay goes. For example, if you have $300 per paycheck direct deposited to Bank A and the balance to Bank B, your travel/expense reimbursement will go to Bank B. However, if an employee designates a percentage for each account, and does not indicate balance, a check will be issued.

Reimbursement Timeline

Employee reimbursements for travel or other expenses will be paid on an ongoing basis and are not impacted by the payroll schedule. Employees will be reimbursed as reimbursement vouchers are processed. 

Contact an Expert

For Business Reimbursements

State-funded RAP reimbursements; honoraria; moving expenses

Karen Buchheit

Travel Services

Financial Management

Phone: 716-645-4528

Email: kmb36@buffalo.edu

For Travel Reimbursements

Cindy Zogaria

Travel, Financial Management

Phone: 716-645-4538

Email: czogaria@buffalo.edu

Meg Mitchell

Manager

Travel, Financial Management

Phone: 716-645-4535

Email: memcdole@buffalo.edu

Nicole Pawelski

Travel, Financial Management

Phone: 716-645-4505

Email: npawelsk@buffalo.edu

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