• Allowable expenses can be purchased on your behalf through the use of a university credit card or purchase order. These requests must be made prior to receiving any services or goods. Depending on the dollar amount of the purchase request, additional information may be required.
• Amazon Business Accounts: UB's centralized Amazon business accounts are available for use with State, Research Foundation and UB Foundation procurement cards. Purchases from Amazon must be made using a UB business account. Reimbursement of purchases from Amazon made with a non-business account are not allowable.
• Wegmans Meals2GO and Online Grocery Orders: Departments should send a request with details of their order to the business office which will be submitted and paid using a procurement card to purchase allowable, business-related items from Wegmans.
• Software and online service purchases must go through the software and web-based services review even when it is free. Before submitting a purchasing request complete the VAR form [DOCX] and submit by uploading it on the Software Request website.
• UB Procurement Guidelines and Policies - Administrative Services Gateway - University at Buffalo

For all employees on payroll, Concur, UB’s expense reimbursement system, must be used to request reimbursement for any approved, job-related expenses. For a more seamless experience, make sure your profile has appropriate delegates assigned. Directions for adding a delegate.

• Preapproval request must be completed in Concur prior to making arrangements.
• When can expenses be reimbursed?
  • Flights – upon booking.
  • All other expenses – best practice is to submit request within 30 days of the event and no longer than 120 days after the event, or it won’t be approved.
• Hotels
  • Adhere to per diem rates.
  • If attending a conference and you want to stay in the conference affiliated hotel, have the documentation of the conference hotel rates (found on conference website or registration page).
  • If you are staying in a hotel in New York State, take a tax exempt form [PDF] with you.

• Use Concur for approved job-related expenses unrelated to travel.
• Include business purpose, documentation, list of attendees, and receipts.
• Internal faculty/staff meals – check the approved per diem rates.
• Must submit request within 30 days after the purchases and no longer than 120 days.

• Recommend that our team books this for you using our School of Management card.
• If you book on your own, you can’t be reimbursed until after the event.

• Per person reimbursement is restricted to the lesser of the cost of two alcoholic beverages or $20.
• Itemized receipt is required.

Any visitor, candidate or other non-employee who may need to be paid or reimbursed will need to submit the Request for Non-Employee Personal Reimbursement form [PDF] along with required supporting documentation.

• The school has an annual budgeting process that managers participate in, and approved budgets are established. Additionally, each faculty member is provided an annual budget to support professional development activities. Any other requests or needs should be coordinated with your supervisor.
• Pre-approved operational needs such as computers, furniture, facilities and datasets are covered through a school-wide budget.
• SIRI link
• Faculty Professional Development (IBA) Policy [PDF]

Any event that would require a charge to an internal or external group requires an approved fee. Contact Stephanie Albano for more information.