Commonly referenced University information related to Human Resources: 

• Benefits: Health Insurance, Retirement, Educational Support, Flex Spending, & Accommodation Requests 
• Faculty Vacation/Sick Accrual Rates
• Completing Electronic Timesheets
• Updating Your Information: Legal or Preferred Name, Address, Phone Number
• Update your Tax Withholdings
• Enrolling in Direct Deposit; Reactivating Direct Deposit
• Leaves, including FMLA and Sabbatical
• Planning Retirement

The Business Services HR Administrator can initiate approved student hiring and assist with determining pay and fringe rates to fit within limited budgets. Supervisors are responsible for tracking payee totals as timesheets are signed. Please click here for a student employee tracking form to assist in tracking hours as well as pay.

Vendor-Supplied Goods & Services: Allowable expenses can be purchased on your behalf using a university credit card or purchase order. These requests must be made prior to confirming quotes for any goods or services with a vendor. 

Catering & Grocery Orders: Requests for business-related food and beverage should be sent to a School purchaser with the following information:

• Description of the University business purpose 
• Time and location of the event 
• Names of the expected attendees & their affiliation to the School, if not public
• Contact to receive the order 
• Orders for employee-only activities are limited to the Buffalo, NY per diem allowance. Please note, UB does not allow incidental expenses to be added. 

SAP Purchasers:

• Department Clubs & Events: Holly Cook & Morgan DiMaria
• Public Events: Ashley Godoy
• All Other Purposes: Janelle Price

Amazon Business Accounts: Reimbursement of purchases from a non-UB business account is not allowable. UB's centralized Amazon business account is available for use with State, Research Foundation, and UB Foundation procurement cards.

Honoraria & Independent Contractors: Notice of intent to pay an individual, non-employee, should be provided with several weeks of lead-time. Service providers will then be contacted with a request to complete forms respective to the funding source before services begin. Independent contractors are individuals providing a service with no business affiliation, including: guest lecturers, editors, consultants, critics, etc.

Contracts: Only an authorized representative from the UB Purchasing and Contract Services unit may enter into a financial agreement on behalf of the University. Please share any unsigned contract with the business office, noting an associated contact, for review submission. Expect two-weeks+ for turnaround, depending on agreement terms. 

Any activity that would require a charge to an internal or external group requires an approved fee from UB Financial Management.

For travel, preapproval must be completed in the system as a Request Report before travel begins, and prior to the submission of a travel reimbursement Expense Report. Contact the Associate Director of Business Services directly for non-employee reimbursement inquiries. 

• UB uses Concur for employee travel and reimbursement processing
• Travel pre-approval is required for all UB-funded faculty and staff overnight travel
• Travel pre-approval is completed via an electronic pre-approval Request Report that can only be submitted through Concur. 
  • Step-by-step guidance
  • Upon submission of request, your supervisor will receive an email notification to approve your Travel Request
  • Once approved, you can begin making your travel plans and expenses are eligible for reimbursement accordingly
• For individual assistance using Concur, contact the Associate Director of Business Services
• Per diem rate adherence is dependent on funding source. Contact Business Services to determine if the limitation applies to your travel.
  • An itemized receipt is required for reimbursement 
  • If staying at a hotel in New York State, a tax exempt form should be provided at check-in
• For overnight travel, personal meals are reimbursed at the flat per diem rate of the destination city with evidence of paid lodging. If lodging is unreceipted, see UB for guidance for Private Accommodations.

• Itemized receipts are required for reimbursement 
• Maximum, and recommended, tip is 20% of pre-tax bill
• New York State tax may not be reimbursed – contact an administrator for an exempt form
• A list of who attended the meal is necessary for reimbursement
• Reimbursement for alcohol served by a licensed vendor is limited to two drinks or $20, per person, whichever is less

Any activity that would require a charge to an internal or external group requires an approved fee from UB Financial Management.

Regardless of funding source, any service provided or goods sold on campus must have an approved fee on file. 

Learn about the different types of fees and how to develop a new fee or update an existing fee by contacting the SAP Director of Personnel and Finance.

Examples of fees:

• Departmental events
• Non-credit bearing professional development programs
• Service centers
• University fees (SUNY) - i.e. mandatory course fees
• University fees (campus fees) - i.e. optional course kits 

The School has an annual process that produces operational budgets, in coordination with Chairs and Directors. Individual requests or needs should be coordinated with your supervisor in alignment with their associated operational budget. 

Operational budgets expire on June 30th, annually.    

Contact a Business Services team member with finance, procurement, or personnel related questions.