Animal Purchase, Payment, and Delivery

The following guidelines help UB researchers remain compliant in the care and use of lab animals while avoiding unnecessary delays in the purchasing process.

White laboratory mouse held by researcher in a glass dish.

Purchasing Laboratory Animals

There are several approved vendors that an investigator may use to purchase animals by using the eReq system. 

Instructions

  • You need to coordinate and process all animal purchases through the LAF before going to purchasing.
    • This includes all locations: BEB, Hochstetter, Park, RIA, Kapoor, CTRC and JSMBS
  • You must use an approved IACUC project number when purchasing or obtaining animals.
    • Your IACUC number consists of a prefix, (usually indicating the department) five numbers, and a letter (either "Y" or "N"). The use of Y or N designates the possibility of a health hazard.
  • You will need to add the IACUC project number to all procurement forms, including:
    • the Ereq;
    • Cage Card Request for New Weaned, Unweaned Form; and 
    • UAF (Unassigned Animal Purchase Form). 
  • IACUC numbers also are used to track the number of animals for each approved project.
Animal Emergencies

Please contact the veterinary on call if you have an animal emergency.

Using the Ereq system

  • The purchasing department only processes Ereqs that include an IACUC project number and LAF authorization.
    • Be sure to include the complete IACUC number on the opening tab, "Order Details" tab of the Ereq.
  • You will need training on the Ereq system and to establish an account before using it to purchase animals.
    • To schedule training on the Ereq system and to establish an account number please visit this page.
  • You must put the name of the principal investigator, the person whose IACUC number is being used, on the “Attention To” line of the "Ship To" tab of the Ereq.
  • To avoid discrepancies in ordering and to expedite processing, please follow this format when describing the item: 
    • Species, strain, (strain code if applicable), age or weight, gender.
  • Incomplete Ereqs will be returned. 
  • For single delivery orders, Tuesday is the deadline to submit Ereqs for delivery the following week.
  • For blanket orders, the following information must be included when applicable:
    1. Maximum of $9,999.99 per blanket order. 
    2. Specific details are required, i.e. species, strain, (strain code if applicable), age, weight, gender etc.
    3. Blanket orders can run up to a maximum of one year staying within the fiscal year.
      • The fiscal year for State accounts is July 1 - June 30.
      • For Research Foundation Accounts the date depends on the award date of the individual grant.

Animal Payment Procedures

The LAF accepts all forms of payment common to the university. Typically, your research grant funding source will determine how you set up your animal care accounts, but we can work with you to review your specific needs. 

Research Foundation - Project/Task/Award (PTAEO)

  • At the beginning of your project, please give the LAF office the Project-Task-Award account number to be used for billing purposes.
  • If it is a new account LAF will send PI a PTA designation form that will need to be signed and returned to LAF.  Sponsored Projects will not process animal care invoices without the PTA designation form on file in their office.
  • We send the original invoices directly to Accounts Payable for payment.
  • The investigator receives a copy of the invoice for his/her records.
  • For any questions or problems, contact the LAF at 829-2919.

State or IFR Accounts

Principal investigators must make arrangements with their departments to allocate funds for animal care and other LAF services.

  • At the beginning of your project, please give the LAF office the account number to be used for billing purposes.
  • We send the original invoices directly to Accounts Payable for payment.
  • The investigator receives a copy of the invoice for his/her records.
  • For any questions or problems, contact the LAF at 829-2919.

UBF Accounts

Principal investigators using UBF accounts receive electronic copies of theor invoice.

  • At the beginning of your project, please give the LAF office the UBF account number to be used for billing purposes.
  • We send the original invoices directly to Accounts Payable for payment.
  • The investigator receives a copy of the invoice for his/her records.
  • For any questions or problems, contact the LAF at 829-2919.

Payment by Check

  • Please make checks payable to Research Foundation SUNYAB and send to: Lab Animal Facilities, 116 Biomedical Education Building, Buffalo NY 14214.
  • All invoices paid by check will have a 13% General University Service Fee (GUSF) added to the invoice.
    • This additional fee is to be charged against revenue generated as a result of all eligible activity through the use of university faculty or staff time and/or use of university facilities.
  • For any questions about this procedure, contact the LAF at 829-2919.

Animal Vendors Delivery Schedules

The LAF deals with reputable laboratory animal breeders, approved vendors and licensed class A dealers when purchasing animals. 

When animals are received from our approved vendors, we monitor their arrival and their health following standard procedures.

If the animals are from other institutions, they need a recent health profile that is approved by UB's Clinical Veterinarians prior to shipping.

For rodents, we follow procedures under SOP 1-A-9, Acquisition of Rodents from Non Approved Sources.

The Jackson Laboratory

Mice 
 Phone: 1-800-422-6423
Website: http://www.jax.org
Contact: orderquest@jax.org

SPF Rabbits 
 Phone: 1-336-940-2550

Envigo

Mice/Rats/Hamsters
 Phone: 1-800-422-6423
Website: http://www.jax.org
Contact: orderquest@jax.org

SPF Rabbits 
Phone: 1-800-793-7287
Website: www.envigo.com

Xenopus Express

Frogs
Phone: 1-800-936-6787
Website: xenopus.com

Taconic

Mice/Rats
Phone: 1-888-822-6642
Website: www.taconic.com
Contact: order@taconic.com

Charles River Laboratories

Mice, Rats, Rabbits
 Phone: 1-800-522-7287
Website: www.criver.com
Contact: Team 3 (team3@crl.com)

Oak Hill Genetics, LLC

Swine
Phone: (618) 629-2692
Website: www.oakhillgenetics.com

Premier BioSource

Swine
Phone:(760) 788-7007
Website: www.premierbiosource.com 

Marshall BioResources

Beagles, Mongrels
Website: marshallbio.com