Accounts Payable

Vendors: Including Lecturers, Evaluators, Consultants, & Performers

All vendors/individuals who do business with Buffalo State or other agencies within the State of New York must be registered in the NYS Vendor file before a payment can be processed.  If they are not registered, they must complete a Sub W-9 form and send it to the Accounts Payable Department for processing.  Questions can be addressed by phone at 878-4117.

Individuals who are being paid a fee for their services must include and combine any travel expenses in the fee.  Such payments are subject to IRS Form 1099 reporting requirements.  College officials who negotiate a fee with such service providers arrive at a fee that is all-inclusive (e.g. the amount of the fee includes both the fee for services and a travel expense allowance).  When determining this amount, the employee travel allowances should be used as a basis for the reasonableness of the vendor travel expense.  Once a combined fee is agreed upon, there is no need to collect travel expense receipts from the non-employee as they apply to travel.

If you are requesting services and the cost will exceed $2,500, you must follow Procurement Policies and obtain at least two quotes or a justification as to why you chose that particular vendor.  Individuals who are specifically invited to conduct workshops or speaking engagements under $2,500 do not require quotes.

Payment requests for program evaluators must include a copy of the final report before payment can be processed.

Honorariums can be processed for payment in one of the following ways:

1. If the individual or vendor wants a guarantee that they will receive payment, a purchase order is recommended.  Please complete a pink requisition form and deliver it to the Procurement Office along with quotes if required.
2. If the individual or vendor agrees to receive payment after the services have been performed, they must submit a detailed invoice billed to Buffalo State College.  The invoice, along with any required quotes, would then be attached to a completed pink requisition and forwarded to the Procurement Office for payment approval of straight pay.  Please be sure to attach documentation, such as a flyer or Daily Bulletin notice, that informs the campus of the event.

If a contract is submitted for approval by an individual or vendor, it must be reviewed and approved by the Procurement Office.  Contracts are to be signed by an authorized campus signatory only and not an employee.