Date Established: 3/24/2014
Date Last Revised: –
Vice President for Finance and Administration
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This policy details the process for the receipt of goods and services purchased with university funds through a purchase order or eProcurement process.
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.
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.
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.
This policy applies to the receipt of goods and/or services purchased with state, RF, or UBF funds.
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.
The department or unit responsible for initiating the purchasing request and receiving the product or service.
Upon receipt of goods or services, the ordering department will:
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 Accounts Payable
Research Foundation Accounts Payable
University at Buffalo Foundation