UB Procurement Guidelines and Policies

Procurement Policies

  • Allowable Use of Funds Policy
    The University at Buffalo allows for the use of State, University at Buffalo Foundation, Inc., and Research Foundation funds for the payment of reasonable and appropriate expenses incurred while conducting official university business.
  • Approval Authority Policy (Revised)
    This policy provides guidance on the delegation and assignment of authority to approve transactions; identifies the circumstances under which approvals are required by the president, provost, vice-presidents and the Research Foundation operations manager; and requires that transactions requesting payment to an individual with approval authority be approved by the next higher level of authority.
  • Managing University Assets
    UB has a significant investment in equipment and is committed to recording, maintaining and safeguarding the equipment from acquisition through disposal.
  • Mobile Communication Devices
    This policy provides guidance and a framework for decision-making regarding mobile communication devices and related services.
  • Moving Expense Reimbursement
    Departmental funds may be used to reimburse certain expenses incurred by new appointees when transporting themselves, their families, and household goods and personal effects to their new place of residence. This policy applies to State, RF, and UBF appointments.
  • Receipt of Goods and Services
    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.
  • Recycled Paper Policy
    UB is committed to responsible stewardship of natural resources and requires all copy paper, janitorial paper, and other paper supplies to be composed of 100% post-consumer recycled content to the maximum extent possible.
  • Recycling Policy
    The university seeks to maximize the recycling of waste materials. Our initial objective is to achieve a minimum level of 50% recycling of our solid waste stream established to guide the continual improvement of our program.
  • Red Flags Identity Theft Prevention
    Requirements of the Federal Trade Commission’s Red Flags Rule must be followed when extending credit to individuals for services provided by the university.
  • Supplier Diversity Policy
    The Supplier Diversity Program increases economic opportunities for small business, minority, women, disadvantaged, and veteran owned business enterprises. The Program aligns resources with new initiatives to create a comprehensive, university-wide focus on economic opportunities for diversity suppliers.

Procurement Guidelines

  • Purchasing Dollar Thresholds
    There are specific dollar thresholds and requirements for purchases with state, Research Foundation (RF) and UB Foundation (UBF) funds for transactions using eProcurement, Procurement Card (PCard) and requisitions submitted through the eRequisition system (eReq) or ShopBlue.
  • Business Purpose Guidelines
    A business purpose and justification work together to provide an understanding as to how expenses relate to university business.
  • Confirming Received Guidelines
    Confirming Received requisitions are transactions where invoices are submitted for payment of goods or services that were obtained without prior approval from Purchasing and Contract Services. In ShopBlue, this is called a Payment Request. With the exception of specific commodities and services, these transactions are not allowable.
  • Contract Compliance Guidelines for Departments
    Contractors’ performance is continually monitored and evaluated to determine whether contractors deliver goods and services in accordance with the contract terms and other requirements. 
  • NYS Project Sunlight
    Project Sunlight is part of the New York State Public Integrity Reform Act of 2011. It requires state entities, including UB and other SUNY campuses, to report any appearances by firms and individuals who meet with state decision makers into a database where they can be viewed by the public.
  • Independent Contractors
    An independent contractor is a person who is contracted to perform services without having the legal status of an employee. Requests for these services using sponsored and non-sponsored Research Foundation (RF) funds are submitted through Research Foundation Human Resources to determine classification as an independent contractor.  Payment for independent contractors is processed through the ShopBlue e-Procurement System.
  • The Procurement Card
    The Procurement Card (PCard) is an efficient and cost-effective method of purchasing and payment for small-dollar purchases. Cardholders can make authorized purchases directly from a supplier without processing the traditional paperwork. 
  • Travel Guidelines
    Traveling to collaborate and share with other colleagues is an integral part of university life. UB offers payment options and will reimburse individuals for reasonable, necessary, appropriate, cost-effective, and approved travel and business expenses incurred in the performance of university business.
  • Food and Beverage Reimbursement Guidelines
    Food and beverage reimbursement guidelines are described in the Allowable Use of Funds Policy. 

The mission of UB’s Trademarks and Licensing Program is to protect and promote the proper use of the University at Buffalo’s name, logos and signature marks. We want to ensure that the public can properly identify and associate them with officially licensed products bearing the institution’s marks.