Procurement FAQs

Your eReq is routed to the approver you select on the “My Actions” tab after you submit it at the beginning step. Once the eReq is approved it is routed to Purchasing for further processing.

There are 3 approver steps available. Once the 1st approver has approved the eReq it can be routed to the second approver from the “My Actions” tab.

The Completed tab can be used to view notes after your eReq has been submitted, such as an explanation of possible delays.

The Completed tab is located next to your eReq “Inbox” tab. Click on the “Completed” tab, then click on the Incident number which will allow you to view the eReq Summary in real time.

To see the status of your eReq, click on the “Completed” tab, find your incident number and click the “History” button located on the far right hand side of the screen. This will indicate where your eReq is in the workflow process.

If the eReq was rejected, it goes one step backward in the workflow process.

Click on the Attachments tab and click browse. Select a document that is saved on your computer. Please label your attachment accurately for easy identification and select a Document Type from the drop down list. Click “Save Attachment”. If you don’t click “Save” your attachment will not be attached to the eReq.

To cancel an eReq:

1. Click on the Inbox tab in UB Workflow Client

2. Click on the incident number you wish to cancel

3. Click on the My Actions tab

4. Select “CANCEL” from the Select action dropdown list

5. Click on the “Save and Finish” button

You will receive a verification message to confirm that you indeed wish to cancel. Click “yes.”

Yes, you must select a commodity from the list on the Ordering Instructions tab. This will automatically select the correct buyer for your purchase.

To ensure that you receive the correct item, please include a catalog number before the description of the item. Always include a noun before an invoice number or “per attached list”. The more accurate information you provide us will also speed up the process.

Enter the quantity, select a unit of measure and enter the unit price. The system will do the math.

Make sure you click “Save item” after you enter each item.

How to reduce your attachments size: 

Requirement: Adobe Acrobat 10.0 (or higher)

1. Scan your attachments in black & white rather than color to save space (Change current color PDF files to b&w will also save space.)

2. Open your scanned or electronic file

Select Save As > Optimized PDF

Click on the My Actions tab and select “Save without submit.” This will give you an incident number and you won’t lose any of the information you already entered. If you close out of your eReq without saving it you will lose everything and will need to start over.

Using this feature will also allow us to look at your eReq and assist you if necessary.

Yes you can within the same funding source. The item total comes in from the Order Items tab and can be changed to allow for multiple account numbers; however the items and the funding total must match.

The “My Accounts” button on the Funding tab is a virtual index card to store all of your account numbers as well as a description of what they are used for.

1. Click on the “My Accounts” button.

2. Enter your account number and the description for the account.

3. Click “Save Account”. Repeat this process until you have listed all of your accounts.

To use this function, when you are creating an eReq, on the funding tab click on the “My Accounts” button and select the account number you wish to use. This will automatically fill in the account number for you on the funding tab. Make sure you click “Save Funding”.

No Special Instructions: select this option when the other ordering instructions do not apply to your eReq.

Blanket Order: A Blanket Order is placed with a supplier for a specific dollar amount for a period of time. You can then place orders with the supplier using the same PO number until the funds have been expended. This will eliminate the need for multiple eReqs to the same supplier.

Standing Order: A Standing Order is placed with a supplier when you are ordering the exact same item for a period of time on a scheduled delivery. (i.e.) the supplier delivers five bottles of water once a month for one year.

Confirming Received: This means that your order has already been received and the eReq is only for requesting payment.

Confirming Order Do Not Duplicate: The supplier is already aware of the order. Choosing this option will prevent duplication when the supplier receives their copy of the purchase order.

Advance Payment: The supplier requires prepayment before the service can be performed. This is not to be used for goods.

The requested delivery information is entered on the "Ship-To" tab.

Please note that the buyer cannot see the “notes” section until they are working on the eReq. If your eReq is considered a “Rush” then you need to select “Rush” in the requested delivery date section and show the date you need it by so your eReq will be prioritized. You should also email or call the buyer to let them know your eReq is a rush.

Enter the main word from the supplier’s name, use an asterisk (*) before and after. Less information will give you more extensive search results. From the results, select the supplier and location.

If you don’t find a match, enter a new supplier.

Be sure to click “Save”.

Refer to the supplier selection hints guide.

If you need a recommendation on suppliers, please contact the buyer.

Each eReq creator maintains the record of their “ship- to” locations, names and phone numbers of the contact person. If your location or contact information has changed, please follow the simple instructions below:

Go to the “Ship-To” tab in eReq

Click the box, “My Ship to Locations” (located under the tabs on the right-hand side of page)

Click “edit” next to the location you wish to change. Make the required changes, click “Save location”

You can also enter new locations, delete locations and change your default.

The location you enter on the first time using eReq becomes your default.

eReq is available from 7:00 a.m. - 11:00 p.m. daily; applications are closed university holidays. Many transactional services are not available 24 hours a day, 7 days a week because of necessary system maintenance, database backups and software upgrades. Due to these constraints, the current standard hours of operation for most of the university's administrative applications is limited.

No. This equipment, even though it may be in “scrap” condition, belongs to the University at Buffalo and must be disposed of by University Facilities.

Equipment may not be placed in hallways, loading docks, or other common areas; this is a violation of fire and safety codes. As noted above, complete a Disposal Form and send to Asset Management.

Assets may not be thrown in the waste basket; equipment is UB property. Complete a Disposal Form indicating the asset number if there is one, serial number, and location of the asset.  UB Facilities works with a scrap metal recycler and all aspects of the items which can be recycled are utilized. Read about how to remove data and clean your computer for recycling.

On your inventory database, write the word “unaccountable” in the designated excel column. After your inventory is updated in the RAM, Asset Management will generate a report of all assets noted as unaccountable. The report will be sent to you, asking for your review. If the asset still cannot be found, a memo (on departmental stationery) signed by the department head should be sent to Asset Management. The memo should indicate that all efforts to locate the asset(s) have been exhausted and that your department is asking Asset Management to remove the asset(s) from your inventory.

Yes, but you will need to complete an Inventory Data Change Form and send it to Asset Management. We will make the changes to your inventory, updating the new department, location, and new end-user.

The asset remains a state asset in the RAM. Selling it to another department on campus does not change how the asset was originally acquired. However, the department acquiring the asset will need to inform Asset Management of its new location, end user, and department.

To request a new category or subcategory, please send an email to Asset Management.

Arrange for payment to be made to listing department via an Interdepartmental Invoice (IDI) if appropriate for your circumstances.

Items NOT transferred/sold continue to be the responsibility of the listing party.  If no one is interested in the listed items after 90 days, the listing party should then follow the Equipment Disposal guidelines.

1. Completely fill out the item profile.

2. If the item is a computer, be sure all files have been deleted from the hard drive.

3. Negotiate transfer/sale with prospective department.

4. If the item is recorded on your departmental inventory, make sure you have a signed receipt as your proof of transfer listing all asset numbers. Below is a sample receipt.   Also, be sure to send a Data Change Form to Asset Management to update your inventory.

Sample Receipt

Date ___________

The following asset was transferred by department account number___________
to the Department of ______________, Inventory account number ________________.

Asset # ___________________

Serial # ___________________

Description _____________________________________________________________

Name and Phone # of Person transferring ___________________________________

Name and Phone # of Person receiving ______________________________________

If the item is equipment recorded in the RAM, fill out an Inventory Data Change Form identifying the asset number(s) and noting new account number, building and room number, along with new end user. Forward the completed form by email to Asset Management or mail to 418 Crofts Hall. Also, be sure you have a signed receipt as your proof of transfer listing all asset numbers.

Campus departments using SWAP should arrange with University Facilities, Customer Service, for pick-up and delivery.  Their phone number is 645-2025.  Neither the Helm Building nor Asset Management can assist with the pick-up or delevery of items. 

All listings are posted for a maximum of 90 days.  The listing party may elect a shorter timeframe.

For information on the disposal of hazardous materials, please contact UB Environment, Health & Safety, 829-2401. 

Negotiate the transfer or sale with prospective department and arrange with University Facilities, Customer Service at 645-2025 (if necessary) to pick up and deliver item(s) to new location.  Neither the Helm Building nor Asset Management will be able to help you with this.

Replies and inquiries regarding listings should be emailed directly to the submitter of the listing.  Do not contact Asset Management for information regarding a specific listing as they will not be able to help you with this.

No items may be left in the hallway.  See the “Corridor Use Policy” at Environment, Health & Safety’s website, at ehs.buffalo.edu.

An item will remain on the website for five additional days once it is closed or expired.  This will allow the listing party to re-open the listing for another 90 days, if desired.

Accounts Payable will:

1. Match the invoice to the purchase order and process payment in the appropriate payment system 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

2. 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.

Contact the buyer who coordinated your order. They will resolve problems related to damaged goods, incorrect items, wrong delivery, price differences between invoice and purchase order, etc.

Submit a web receiver for purchase order transactions resulting in individual invoices of $5,000 or more. 

Contact the buyer who coordinated your order. They will resolve problems related to damaged goods, incorrect items, wrong delivery, price differences between invoice and purchase order, etc.

Use the RF Report Center, RF AIR (Activity Interface Reporting) dashboard, Accounts Payable Inquiry tab.

Use SIRI. Choose the Procurement dashboard, then State Payments tab. In the check/ACH field, a direct deposit (ACH) reference is 7 digits, a check number is 8 digits beginning with a zero, (e.g.) 0XXXXXXX.

You can select a new PIN by calling the toll-free or collect phone number listed on the back of your card.

Please be aware that during your next transaction at a chip-enabled terminal, you may be required to enter the new PIN three or more times before the terminal will recognize it and complete the transaction.

Chip and PIN cards contain an encrypted microprocessor that is embedded within the card. If the card is lost or stolen, the embedded microchip makes the card extremely difficult to counterfeit. All Citi Chip and PIN cards will continue to have a magnetic stripe, enabling cardholders to use their Citi Chip and PIN cards at merchants who have not yet adopted Chip and PIN technology. No personal information about the cardholder account (outside of account number, expiration date, PIN and Security Code) or cardholder is stored on the microchip.

Yes, the expiration date and the 3-digit security code on the back of your card will change with the new Chip and PIN card. Please be sure to notify all retailers with whom you make recurring preauthorized payments about this change.

Yes, your account number will remain the same.

1. Your first chip transaction must be at a chip-enabled Point of Sale (POS) terminal that is attended by a person (not self-service).
2. Insert the card, chip first, into the terminal and do not remove it until the transaction is complete.
3. Confirm the purchase amount and sign the terminal receipt.
4. Until you complete your first chip transaction at an attended terminal, your PIN will not be accepted at chip-enabled, self-service terminals.
5. Subsequent chip transactions will prompt for a PIN.

You can use a Procurement Card (PCard) to purchase a variety of non-travel, business-related items directly from suppliers with state or Research Foundation (RF) funds.  State and RF PCards each have dollar limits.

Departments will identify employees who are to receive a Procurement Card.  Cards are issued to individuals.  Ideally, the cardholder should be anyone who handles purchasing on a routine basis. This training is provided by the Procurement Card Administrator in the Purchasing Department.

No, you should never disclose your PIN to anyone. Purchases made over the phone and on the Internet do not require a PIN.

1. Sign the back of your new card.
2. Confirm receipt of your card and select your own custom 4-digit PIN by calling the tollfree or collect phone number on the activation sticker on your card.
3. If your new Chip and PIN card is replacing an old card, destroy your old card by cutting it in half.

The merchant terminal will prompt you for your PIN. Enter your PIN on the keypad, making sure no one else can see what you are entering, just as you would at an ATM. Follow any additional terminal prompts to complete the transaction.

If you enter an invalid PIN three or more times, you will need to select a new PIN by calling the toll-free or collect phone number listed on the back of your card.

After resetting your PIN:

1. Go to a chip-enabled terminal that is attended by a person (not self-service) for your next chip transaction.
2. Confirm the purchase amount and sign the terminal receipt.
3. During this transaction, your PIN will be unblocked.
4. Until you complete a transaction at an attended terminal, your PIN will not be accepted at a self-service, unattended terminal.

No, the PIN selected does not expire, however, if your account number changes you will be required to select a new PIN.

When you transact at a retailer who does not support Chip and PIN technology, your card will be swiped and you will sign for your purchases, as before.

Yes, the card can be used immediately after it has been activated and a PIN has been selected.

1.      Report the issue to Angie Rzeszut at 716-645-4533.

2.      Make out a check payable to the University at Buffalo and directed to Procurement Card Administration, 224 Crofts Hall, Buffalo, NY 14260 for processing. Do not send to Citibank.

3.      Confirmation of the deposit will be returned to you, and should be retained in your Procurement Card file. Continued accidental charges could result in suspension or termination of the card.

Contact the supplier to request a replacement receipt or invoice.  If the supplier cannot produce a replacement, then contact Procurement Card Administration.

1.      Contact the Citibank help desk immediately at 800-248-4553 option 4. Citibank will email a security affidavit to dispute any unauthorized activity.  Return as directed.

2.      Following the notification to Citibank, report the issue to Angie Rzeszut at 716-645-4533.

3.      Reconcile/certify charges in anticipation of any credits.  Include the documentation in your Procurement Card file.

Complete a State Procurement Card Maintenance Form and fax to 716-645-2687 or mail to:

Procurement Card Administration
224 Crofts Hall
North Campus

Contact the Citibank help desk immediately at 800-248-4553 option 4 to verify recent activity. If the card has been compromised, report the issue to Angie Rzeszut at 716-645-4533. Return the Citibank security affidavit as directed for any unauthorized activity. Retain documentation in your Procurement Card file, and reconcile/certify in anticipation of any credits.

Contact the supplier to try to resolve the issue.  If the supplier doesn’t cooperate, file a dispute via Citibank. Disputes must be submitted to Citibank within 60 days of the statement. Retain documentation in your Procurement Card file, and reconcile/certify in anticipation of any credits. Contact Angie Rzeszut at 716-645-4533 for assistance.

1.      Contact the phone number of the supplier listed on the Citibank statement.

2.      If you cannot identify the transaction or reach the supplier, contact Angie Rzeszut at 716-645-4533. Include documentation in your Procurement Card file, and reconcile/certify in anticipation of any credits.

1.      Log on to the https://home.cards.citidirect.com to view the cardholder statement. 

2.      Using the Web Tools option, select the statement containing the transaction. To locate Web Tools, refer to page 3 of the statement instructions.

3.      Select the transaction.

4.      Click on the dispute button at the bottom of the page to access the dispute form.

5.      Complete the dispute form and click on the submit dispute button.

6.      Print, sign, and fax the dispute form into Citibank as noted on the form and keep a copy with your PCard file.  Once disputed, the item will note that it is disputed in the status area.  The bank will review the dispute, investigate the charge.

All transactions must be reconciled/certified pending any credits.

Contact Angie Rzeszut at 716-645-4533.

Cards must be cancelled prior to your departure.  Once canceled, the cut-up card must be returned via campus mail to:

Procurement Card Administration
University at Buffalo
224 Crofts Hall
North Campus
Buffalo, NY  14260-7013

We greatly appreciate your assistance with closing out any outstanding certifications. All paperwork must be retained by your department for six years plus the current year.

• Keep the card secure
• Review your account activity regularly
• Use only reputable suppliers and secure websites
• Do not email the credit card number
• Do not share the card
• Beware of links in email. If you see a link in a suspicious email message, don't click on it. Rest your mouse (but don't click) on the link to see if the address matches the link typed in the message.

Additional recommendations are available from:

How You Can Protect Cardholder Data (UB Information Technology)

Citibank

Protecting Against Credit Card Fraud (Federal Trade Commission)

1. On or about the 6th of each month, you will receive an email notification from Citibank to alert you that a statement is available.
   
2. Print and review the Citibank statement for accuracy and reconcile or match each transaction with your Summary Log or PCard Order Form and the supplier receipts and invoices. Complete this verification within five (5) business days of the email notification from Citibank. Your approver needs to review, sign and date the Citibank statement.
3. An additional reconciliation must be completed through the SUNY Employees Services Web Portal. An email notification will be sent to all cardholders from the UB program administrator when activity is available for reconciliation. The account reconciliation must be completed within 2 weeks of date of the email notification from the program administrator.

No, the Procurement Card cannot be used for travel related purchases.  The merchant category code is blocked, and the transaction will decline.  Using the Procurement Card to hold the reservation will put the traveler’s reservation in jeopardy.

Contact the supplier and request a refund to the card for any sales tax paid.  Supply the NYS Sales Tax Exempt Certificate (AC946).  Be sure to include the University at Buffalo in any billing profile to match the Sales Tax Exempt Certificate.  Reconcile in anticipation of any credits.

No, the individual named on the face of the card is the only person authorized to use the card.  Cards cannot be shared.  If you will be out of the office for an extended period of time, contact Procurement Card Administration to request a temporary suspension.

Contact Procurement Card Administration.

Certain merchant category codes are blocked and will prevent transactions from processing or the card may have been suspended due to suspicious card activity.

Contact Citibank at 1-800-248-4553, option 4 if you cannot reach Procurement Card Administration.

When making a purchase at a merchant that uses Chip and PIN Point of Sale (PoS) equipment, you will be prompted to enter your confidential four-digit Personal Identification (PIN). Merchants are expected to rapidly adopt Chip and PIN technology during the course of 2014 and 2015. Today, Chip and PIN technology is much more common in other countries, outside of the U.S. Even if cash access is not permitted on your card, you will be required to use a PIN for purchases. Retailers who have not upgraded to Chip and PIN technology will continue to request your signature to identify you as the cardholder.

You can use a Procurement Card (PCard) to purchase a variety of non-travel, business-related items directly from suppliers with state or Research Foundation (RF) funds.  State and RF PCards each have dollar limits.

Departments will identify employees who are to receive a Procurement Card.  Cards are issued to individuals.  Ideally, the cardholder should be anyone who handles purchasing on a routine basis. This training is provided by the Procurement Card Administrator in the Purchasing Department.

Report the issue to Procurement Card administration.

Checks should be payable to the Research Foundation and sent to Procurement Card Administration for processing.  Do not send directly to American Express.

Continued accidental charges could result in suspension or termination of the card.

For award compliance and allowability questions, email your assigned Award Analyst in Sponsored Projects Services and copy Debbie Kostran or Angie Rzeszut in Procurement Card Administration or contact directly:

Debbie Kostran at 645-4530 or Angie Rzeszut at 645-4533

Contact American Express at 1-800-492-4920 for assistance.

If the card has been compromised, report the issue to the people listed below in Procurement Card Administration:   

Debbie Kostran at 716-645-4530 or Angie Rzeszut at 716-645-4533

Contact the supplier to request a replacement receipt or invoice.  If the supplier cannot produce a replacement, contact Procurement Card Administration for assistance.

Report Lost or Stolen Cards:

1-800-492-4920, then immediately contact the people listed below in Procurement Card Administration:   

Debbie Kostran at 716-645-4530  or Angie Rzeszut at 716-645-4533

Complete a RF Procurement Card Maintenance Form and fax to 716-645-2687 or mail to:

Procurement Card Administration
224 Crofts Hall
North Campus

To file a dispute, contact American Express via telephone at 1-800-492-4920. Disputes must be submitted to American Express within 60 days of the statement.  Retain documentation in your Procurement Card file and list the transaction on your monthly summary in anticipation of any credits.  Retain documentation of the dispute for your records.  For additional assistance, contact the people listed below in Procurement Card Administration:   

Debbie Kostran at 716-645-4530 or Angie Rzeszut at 716-645-4533

If possible, try to contact the supplier to investigate.  If you cannot identify the transaction or reach the supplier, contact American Express at 1-800-492-4920. For additional assistance, contact the people listed below in Procurement Card Administration:   

Debbie Kostran at 716-645-4530 or Angie Rzeszut at 716-645-4533

Contact the people listed below in Procurement Card Administration for assistance:

Debbie Kostran at 716-645-4530 or Angie Rzeszut at 716-645-4533

Cards must be cancelled prior to your departure.

Once canceled, the cut-up card must be returned via campus mail to:

Procurement Card Administration
224 Crofts Hall
North Campus

We greatly appreciate your assistance with closing out the account prior to your departure.

• Keep the card secure
• Review your account activity regularly
• Use only reputable suppliers and secure websites
• Do not email the credit card number
• Do not share the card
• Beware of links in email. If you see a link in a suspicious email message, don't click on it. Rest your mouse (but don't click) on the link to see if the address matches the link typed in the message.

Additional recommendations are available from:

How You Can Protect Cardholder Data (UB Information Technology)

American Express Security Center

Protecting Against Credit Card Fraud (Federal Trade Commission)

No, the Procurement Card cannot be used for travel related purchases.  The merchant category code is blocked and the transaction will be declined.  Using the Procurement Card to hold the reservation will put the traveler’s reservation in jeopardy.

Contact the supplier and request a refund to the card for any sales tax paid.  Supply the Research Foundation Sales Tax Exempt Certificate.  Be sure to include the University at Buffalo in any billing profile to match the Sales Tax Exempt Certificate.  Reconcile in anticipation of any credits.

No, the individual named on the face of the card is the only person authorized to use the card. Cards cannot be shared.  If you will be out of the office for an extended period of time, contact Procurement Card Administration to request a temporary suspension.

Report the issue to Procurement Card Administration.

Certain merchant category codes are blocked, and will prevent transactions from processing or the card may have been suspended due to suspicious card activity.

Contact American Express at 1-800-492-4920 if you cannot reach Procurement Card Administration

• Note the personal charge on your monthly reconciliation form.
• Checks should be payable to UBF and sent to UBF with your monthly reconciliation form. Do not send directly to American Express.
• Continued accidental charges could result in suspension or termination of the card.

No, the individual named on the face of the card is the only person authorized to use the card. Cards cannot be shared. If you will be out of the office for an extended period of time, contact Rose Dommer at 716-645-8749 to request a temporary suspension.

Contact the supplier to request a replacement receipt or invoice. If the supplier cannot produce a replacement, contact your Accounts Payable Associate for assistance.

• Contact American Express at 1-800-492-4920 for assistance.
• If the card has been compromised, report the issue to Rose Dommer at 716-645-8749.

To report lost or stolen cards:

• Call 1-800-492-4920
• Then immediately contact Rose Dommer at 716-645-8749

Contact the supplier and request a refund to the card for any sales tax paid. Supply the UBF Activities Sales Tax Exempt Certificate or UBF Services Sales Tax Exempt Certificate Be sure to include the University at Buffalo Foundation in any billing profile to match the Sales Tax Exempt Certificate. 

American Express Customer Support

• Cardholder General Inquiries 1-800-492-4920
  
• Online Statement Access: www.americanexpress.com/checkyourbill  
  
• Website help: 1-800-AXP-1234
• Report Disputes: 1-800-492-4920 within 60 days
• Report Lost or Stolen Cards: 1-800-492-4920, then immediately contact Rose Dommer at 716-645-8749.

If possible, try to contact the supplier to investigate. If you cannot identify the transaction or reach the supplier, contact American Express at 1-800-492-4920. For additional assistance, contact your Accounts Payable Associate or Rose Dommer at 716-645-8749.

To file a dispute, contact American Express via telephone at 1-800-492-4920. Disputes must be submitted to American Express within 60 days of the statement. Retain documentation and list the transaction on your monthly summary noting it is in dispute. Retain documentation of the dispute for your records. For additional assistance, contact your Accounts Payable Associate or Rose Dommer at 716-645-8749.

Contact your Accounts Payable Associate or contact Rose Dommer at 716-645-8749 for assistance. Cards must be cancelled prior to your departure.

Once canceled, the cut-up card must be returned via campus mail to:

UBF
Center for Tomorrow
North Campus

We greatly appreciate your assistance with closing out the account prior to your departure.

For questions, please contact your Accounts Payable Associate or Rose Dommer at 645-8749.

• Keep the card secure
• Review your account activity regularly
• Use only reputable suppliers and secure websites
• Do not email the credit card number
• Do not share the card
• Beware of links in email. If you see a link in a suspicious email message, don't click on it. Rest your mouse (but don't click) on the link to see if the address matches the link typed in the message.

Additional recommendations are available from:

How You Can Protect Cardholder Data (UB Information Technology)

American Express Security Center

Protecting Against Credit Card Fraud (Federal Trade Commission)

Yes, the Procurement Card can be used for travel related purchases. 

You can use a Procurement Card (PCard) to purchase a variety of business-related travel, meals, supplies, equipment and other appropriate expenses permitted under current university and departmental guidelines with UBF funds. PCards have dollar limits.

The PCard should not be used for the following types of purchases: donations, political campaign activities, cash advances, gift cards/gift certificates, food purchases for employee or staff meetings, payments for services to consultants, professionals, or other individuals, splitting purchases to circumvent maximum per transaction amount, automated or recurring billings, or personal use.

University or Research Foundation employees may apply for a PCard. Cards are issued to individuals. Ideally, the cardholder should be anyone who handles purchasing or travels on a routine basis.

• Report the issue to Rose Dommer at 716-645-8749.
• The card may have been suspended due to suspicious card activity.
• Contact American Express at 1-800-492-4920 if you cannot reach Rose.

Contact Purchasing and request to set up the vendor as a catalog supplier in ShopBlue.

The ShopBlue reporting will remain the same as the eReq reporting. The way the information gets to SUNY will change, but the way it reports in SIRI will remain the same. Some reporting tools are also available in ShopBlue.

Yes.

There is a trademark form in ShopBlue. The form includes provisions to attach any required documents. It also has an associated workflow that includes approval by the Trademarks and Licensing Manager in University Communications.

The department use fields in ShopBlue were duplicated from eReq. They are slightly different in ShopBlue and you have the option to edit them.

Until the current fiscal year ends, continue using eReq to order off of existing blanket orders. When the new fiscal year begins, place a new blanket order in ShopBlue using the blanket order form.

Yes, but the test system only includes a small fraction of the total supplier file and is not useful in determining which suppliers will be available in the live system.

Yes. It is preferred to use a receiver under $5,000. Suppliers are also paid faster if you use a receiver. The process for creating a receiver in ShopBlue is easier than it is in eReq.

A change order is being developed for ShopBlue. You can enter a comment saying, for example, half of the invoice should be paid because some things aren’t needed anymore, or that there was a change in the quote price.

For Facilities receiving, you will shop in ShopBlue, then the data will transfer from ShopBlue to Maximo. This is different than eReq, where the data currently transfers from Maximo to eReq.

Yes.

We anticipate that you’ll be able to place UBF funded requisitions in ShopBlue in July 2019. Until then, continue using eReq to place UBF funded requisitions.

No, they will not have separate profiles in ShopBlue. When you prepare a requisition for someone else in ShopBlue, their account numbers and ship to addresses will appear in the prepared for section during checkout.

There is a new blanket order form in ShopBlue. Orders are then placed from the original blanket order to track what is being purchased.

No it will not be a problem. We understand that certain orders must always be placed as confirming and received orders.

No, Apple is currently not included in ShopBlue.

Stay tuned for more information about Amazon. For now, be sure to use an Amazon UB Business Account, not a personal account. For more information, contact Jordan.

Yes.

No, you can only purchase from a single vendor in one cart.

We encourage you to make purchases using ShopBlue instead of using a PCard. However, it depends on the vendor you are purchasing from. In some cases, making purchases using ShopBlue may be the easier method.

Yes, ShopBlue uses the same account approver database that is used for the travel and expense system Concur.

Yes.

Yes. Your role in ShopBlue will be the same as your current role in eReq.

Staples Advantage will be merging with ShopBlue, except for purchases made with a Pcard.

Depending on the contract writing, they will be included in the ShopBlue contract module.

No, a purchase cannot be split between funding sources in ShopBlue. You have to make separate purchases and cross reference the requisitions to each other.

The check determines if there are sufficient funds available in the account and includes any encumbrances that exist at the time it’s checked.

Multi-year contracts are automatically included in the contract module in ShopBlue.

No, they are included on ShopBlue.

No. In your ShopBlue profile, you have to set the ship to address as your preferred address. You can also set up other addresses and change them if you need to enter different addresses for different orders.

If you are buying online, you can only make purchases using a PCard. Other than that, use ShopBlue for consolidated billing.

Yes. Continue to contact Procurement Services to resolve any issues you normally would when using eReq.

Yes, the information is available on the contract loaded in ShopBlue.

In ShopBlue, go to the homepage and click on the draft cart and activate it again. A draft cart holds all of the items that are in your cart at the time you make it a draft. You can also create a favorite cart and reorder or edit it as needed.

The turnaround time in ShopBlue will be the same or quicker than it is in eReq. ShopBlue will not change the way you currently order items. 

The initial ShopBlue rollout plan includes State and RF funds only. In November 2018, the tentative ShopBlue rollout plan includes three pilot departments. For the next nine months to a year after that, there will be a sequenced rollout to other departments. We anticipate that UBF funds will be available for use in ShopBlue in July 2019.

Use your PCard to order items needed urgently or that might require a shorter lead time than is typical for a requisition.

There is a limit of 50 line items, same as in eReq.

A separate cart for non-catalog items will have to be done, as carts cannot contain both hosted catalog and non-catalog items.

Your full order history will be available in ShopBlue for an unlimited amount of time.

The workflow timeline should be the same, if not faster, than eReq.

Using the requisition number or through the document search, you can click on "PR Approvals" to see the status of your order.

Anyone can submit a receiver, including requesters or approvers. You can submit a receiver for a partial delivery, and then go back and submit a receiver for the rest of the order when it arrives.  

Confirming and received orders are placed as a payment request form in ShopBlue. If possible, try to avoid placing confirming and received orders. However, depending on the order they may be necessary.

The UB 2020 machines including upgrades and add-ons are selected by the workstation standards committee. If the configuration is not available in the standards, email Peter_Castillo@dell.com
 for a quote.  Allow 1-2 business days for custom quotes.

Click on the ? Help Me Choose option. A window will pop up that explains the different options. Most components have built-in consulting assistance.

Your options are Add to Cart or Customize. Click on Customize to see the exact configuration and all the available upgrades and add-ons for that system

 After you click customize, you will see all the components of your configuration. If upgrades are available you can click on the radio button to upgrade or add that component.

These are consumer models and are not available to purchase from the government/education store.  The Optiplex and Latitude lines are network-optimized and designed to allow for a lower total cost of ownership for UB, offer long-term stability with longer product life cycles and are compatible with the UB image.  Check with your department before making a purchase.

Dell offers a complete line of software and peripheral products and our account includes standard ground shipping at no additional charge.  Click on the Software and Peripherals tabs.  This tab also has a keyword search function for searching for a specific part number or item.  Before you buy software please review the UB department offerings.

To configure a consumer model, you will need to do the following

1. Configure a system at dell.com with a 64-bit Professional Edition of Microsoft Windows which is the supported version of Windows on-campus.
2. Review configuration with your department to see if they are able to provide technical support and imaging.
3. Place your order directly through Dell using your UB Procurement Card for a tax-exempt purchase. If you use a personal credit card, Dell will NOT reimburse sales tax.
4. Orders for home/home office or small business cannot be submitted through the eReq system. Do not send to Procurement Services for processing.
5. You will need to provide a tax-exempt certificate to Dell. If you are charged tax, and you used a UB Procurement Card, please fill out the Business Purchase Verification Form and return directly to Dell.

Click on the Systems tab.  The UB Custom Dell Configurator offers a complete line of computers and notebooks designed for use on-campus. In addition, most models are compatible with the UB image for easy installation and deployment.

The university standards are located on the home page. They can also be accessed from the Shop Menu/Standard Configurations.

Furniture in acceptable working condition should be repurposed here or at another SUNY campus, or it may be traded-in for a credit to be applied to a new furniture purchase. Because UB-owned furniture is property of the state, it cannot be donated. Furniture that is no longer in acceptable working condition may be disposed. When disposed by the supplier, written confirmation from the supplier will be needed verifying that the furniture was disposed and not used for any other purposes. Learn more about Disposal of Equipment at UB.

Yes. An appropriate justification will be needed in order to purchase preowned or refurbished furniture. This justification should include the current condition of the used furniture, the lifecycle of the furniture that will be ordered, and a cost comparison proving reasonableness of price. You will need to show that the items are less expensive as used pieces than they would be in new condition.

One requisition may be entered for multiple quotes so long as those quotes have the same ordering instructions, the items are from the same manufacturer and are under the same contract number. Quotes containing different manufacturers and contract numbers must go on separate requisitions, even if they came from the same supplier.

No. Departments do not have signatory authority to sign quotes. Unauthorized signatories may be held personally liable if the university does not acknowledge the order. All quotes and purchase orders must be signed by authorized personnel in Procurement Services.

Completing a receiver is required for all furniture purchases, regardless of dollar amount. The receiver should be completed after the order has been delivered and installed. Accounts Payable cannot pay the invoice until a receiver has been completed.

Ordering open market furniture items will require competitive price quotes and an appropriate justification. Review the Purchasing Dollar Thresholds for specific requirements.

Yes. However it must be within the current per diem rates and not include alcohol. All alcoholic beverages must be paid for by the guest.

Direct bill simply means the hotel will invoice the university instead of requiring a credit card to hold the reservation. The guest will still need to provide a credit card upon arrival for incidentals not covered by the university.

If you already have reservations at a hotel that is above the current per diem rate you can cancel the reservation and book a room at a different hotel or use UBF funding to pay for this expenditure.

If the hotel is able to direct bill the university and offers the per diem rate for the current year, you can book your guest at a different hotel. Check the current New York state per diem rates.

No, the Procurement Card cannot be used for travel related purchases.  The merchant category code is blocked, and the transaction will decline.  Using the Procurement Card to hold the reservation will put the traveler’s reservation in jeopardy.