Reimbursements with Non-Sponsored Research funds are paid to UB employees and non-employees who have incurred travel expenses or purchased business-related goods with out-of-pocket funds on behalf of the university.
Seeking reimbursement for out of pocket expenses is not a best practice. You are not guaranteed reimbursement.
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 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:
Departments must also ensure appropriate asset management requirements are met.
The Allowable Use of Funds policy governs 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.
Every effort should be made to obtain New York State sales tax exemption. If the vendor did not accommodate UB's tax exempt status, you may be required to provide an explanation.
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 expense report or voucher.
Not all non-sponsored research funded items can be reimbursed on an expense report or voucher. The following expenses cannot be requested:
The Research Foundation of SUNY's policy for unrestricted funds identifies valid business purposes for non-compensation expenses and the types of expenditures that are permissible for payment or reimbursement by the RF. The policy provides criteria for determining a permissible expense, and provides examples of common expenses.
Reimbursements with RF funds are paid to UB employees who have purchased goods and services with out-of-pocket funds.
Employees use the travel and expense reimbursement system to request reimbursement with RF funds for business non-travel expenses.
Reimbursements with RF funds are paid to non-employees of UB who have purchased goods and services with out-of-pocket funds. Non-employees include:
The host department or unit should submit a Non-Employee Personal Reimbursement Request to reimburse non-employees for business non-travel expenses. This form cannot be used for:
Employees use the travel and expense reimbursement system to request reimbursement with RF funds for business travel expenses.
Research Foundation reimbursements for RF-funded employees are either direct deposited if an ACH form has been submitted, or mailed to the address in the payroll file.
Reimbursements with RF funds are paid to non-employees of UB for travel expenses incurred while conducting official university business. Non-employees include:
The host department or unit should submit a Non-Employee Travel Voucher for Research Foundation (RF) to reimburse non-employees for out-of-pocket business travel expenses.
Payments can be confirmed by the department using the SIRI Money dashboard.
Research Foundation reimbursements for RF-funded employees are either direct deposited if an ACH form has been submitted, or mailed to the address in the payroll file
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 expense reports are processed.
Research Foundation-funded advances are also a type of reimbursement. These types of payments are typically used for human subject payments. In this case, the payee must:
A Consent Form must be distributed to each human subject that includes information about Internal Revenue Service requirements for 1099 reporting. The Principal Investigator must retain all signed and dated consent forms.
Please forward a completed W-9 form for any individuals who earn more than $600 in a calendar year, along with the total amount paid for a 1099 Tax form to be issued.