Policy Information

Date Established: 3/24/2014
Date Last Revised:
Category:

Procurement
Responsible Office:
Procurement Services
Responsible Executive:
Vice President for Finance and Administration

Policy Contents

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Receipt of Goods and Services

Summary

This policy details the process for the receipt of goods and services purchased with university funds through a purchase order or eProcurement process.

Policy Statement

The University at Buffalo (UB, university) requires the timely receipt and verification of goods and services purchased with state, Research Foundation (RF), and University at Buffalo Foundation (UBF) funds. Ordering departments must verify that purchased goods and services are received in proper condition and are in accordance with the terms and conditions of the purchasing agreement. 

Purchase Order Transactions

For purchase order transactions resulting in individual invoices of $5,000 or more, departments must enter the receipt of goods and/or services in the Procurement Services web receiver system. Once complete, Accounts Payable will process the payment.

For purchase order transactions resulting in 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. Web receivers are not necessary for individual invoices less than $5,000 except for furniture and carpeting. Furniture and carpeting purchases, regardless of the amount, must be recorded in the web receiver system.  

eProcurement Transactions

For eProcurement transactions resulting in individual invoices less than $5,000, payment is made in accordance with the terms and conditions of the purchasing agreement. The ordering department must notify the appropriate business office immediately upon receipt of an order containing damaged goods or when there is a discrepancy between what was ordered and what was received. Departments are not required to enter the receipt of these purchases in the web receiver system.

Applicability

This policy applies to the receipt of goods and/or services purchased with state, RF, or UBF funds. 

Definitions

eProcurement

Purchasing goods and services using customized online catalogs. Allows users to place orders and allocate expenses to departmental accounts while receiving contract pricing. Transactions are direct billed to Purchasing via a consolidated bill, and automatically charged to departmental accounts. Departments are not required to submit an eReq or enter the receipt of these purchases in the web receiver system.

Office of Record

The unit or individual designated as having responsibility for retention and timely destruction of official university records. Those designated to maintain the original document are considered the Office of Record and must maintain the document for the period outlined in the applicable record retention schedule.

Ordering Department

The department or unit responsible for initiating the purchasing request and receiving the product or service.

Responsibility

Accounts Payable

  • Process payment of invoices associated with purchase order transactions.

eProcurement

  • Process payment of invoices associated with eProcurement transactions.
  • Resolve problems related to damaged goods, incorrect items, incorrect delivery, price differences, etc.

Ordering Department

  • Confirm that goods and services are received in proper condition and are in accordance with the terms and conditions of the purchasing agreement.    
  • Notify the appropriate business office immediately upon receipt of an order containing damaged goods or when there is a discrepancy between what was ordered and what was received.
  • Submit a web receiver for invoices of $5,000 or more associated with purchase order transactions.
  • Maintain a signed and dated record of receipt.
  • Provide documentation upon audit request.

Purchasing

  • Resolve problems related to damaged goods, incorrect items, incorrect delivery, price differences between invoice and purchase order, etc.

Procedure

Ordering Department

Upon receipt of goods or services, the ordering department will:

  • confirm that purchased goods and services are received in proper condition and are in accordance with the terms and conditions of the purchase order
  • notify the appropriate business office of an order containing damaged goods or when there is a discrepancy between what was ordered and what was received
  • submit a web receiver for purchase order transactions resulting in individual invoices of $5,000 or more
  • submit a web receiver for purchase order transactions for furniture and carpeting, regardless of amount
  • keep a signed and dated record of receipt in accordance with record retention requirements
  • provide documentation upon audit request.

Accounts Payable

  • Match the invoice to the purchase order and process payment ten calendar days after receipt of the invoice for purchase order transactions resulting in individual invoices less than $5,000, unless notified by the ordering department of any damages or discrepancies
  • Process payment for purchase order transactions resulting in individual invoices of $5,000 or more, when the web receiver system indicates satisfactory receipt of the goods and/or services.

Record Retention

Ordering departments must keep a signed and dated record of receipt, such as a packing slip or other documentation, which verifies the ordered items. The ordering department is the office of record, and must retain a file of such documentation as follows:

  • State:  six years, plus the current fiscal year
  • RF:  four years, plus the current fiscal year
  • UBF:  six years, plus the current fiscal year.

Contact Information

Procurement Services
224 Crofts Hall
Buffalo, NY  14260
Phone: 716-645-2676
Website: Managing Procurement

eProcurement
Phone: 716-645-4571

State Accounts Payable
Phone: 716-645-2667

Research Foundation Accounts Payable
Phone: 716-645-2669

University at Buffalo Foundation
Phone: 716-645-3013

Related Documents, Links

University Documents:

Related Links:

Presidential Approval

Signed by President Satish K. Tripathi

Satish K. Tripathi, President

3/24/2014

Date