General State Guidelines

All vendors/individuals who do business with Buffalo State 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 send it to the Procurement Department for processing.

Bengal Buy Guidelines

Once goods/services have been received, a Receiver must be created in Bengal Buy in order which is an acknowledgement that the goods/services have been received or performed satisfactorily.   If the invoice is sent to you or your department, please forward it immediately to Accounts Payable via email.

Please check the Food and Beverage Allowability Chart for purchases involving Food & Beverage prior to ordering.

Information and training guides on Bengal Buy can be found on the Procurement website.

Honorariums Guidelines

Applicable Vendors: Lecturers, Evaluators, Consultants, & Performers

Individuals 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.    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 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.

BSC Foundation Guidelines

Completing a Foundation Payment Request Form:

  • Enter all information into the form
    • Provide an account number that the expenditure will be made from
    • Digitally sign the form under the Authorizing Official Approval section
    • Must be signed by authorized signatory and counter signer, if necessary
    • We recommend the individual preparing the form sends the completed form to the signatory for digital signature along with all applicable backup. Instructions on how to digitally sign a PDF form can be found at Digital Signature Setup
    • An authorizing official is required to save the form with their digital signature
    • We recommend the signatory to either send it back to the individual preparing the form and then forward it to aptravel@buffalostate.edu or click on the “Save and Submit Form” button in the upper right hand corner of the form which will create an email to aptravel@buffalostate.edu to which the payment request and backup can be attached
  • Once the payment request form and backup are received by Accounts Payable and Travel Services it will be reviewed and processed.  The department will reach out if any additional information is needed

Research Foundation Guidelines

All vendor payment transactions are processed in compliance with RF policies and procedures regarding documentation and retention standards. 

 

All information related to Research Foundation funds can be found here.