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University at Buffalo Foundation, Inc.

P.O. Box 900
Buffalo, NY 14226-0900
Phone: (716) 645-3013
Fax: (716) 645-3475
Contact Us

Policies

Business Credit Cards

UB Foundation, Activities (UBFA) offers a business credit card through American Express to aid in procuring and paying for small dollar purchases up to $2,500 each and a maximum of up to $10,000 per monthly cycle.

Prizes and Awards to Non Resident Aliens (NRA's)

IRS regulations require that NRA's (generally students on an F-1 or J-1 visa who have been in the United States for less than five years) who are receiving a prize/award will be subject to 30% federal withholding on the payment. Prizes/awards are amounts received by an individual primarily in recognition of religious, charitable, scientific, educational, artistic, literary or civic achievement or received as a result of entering a contest. Currently, tax treaty provisions are not available to exempt a prize/award from the 30% tax withholding.

Scholarships/Fellowships to Non Resident Aliens (NRA's)

IRS regulations require that NRA's, (generally students on an F-1 or J-1 visa who have been in the United States for less than five years), who are receiving a scholarship/fellowship payment, may be subject to 14% federal withholding on the payment. Scholarships/fellowships are amounts given to an individual to aid in study, training or research which does not require services to be performed to receive the money.

Wire Transfers

In some instances payment for goods or services is easier facilitated via wire transfer. In order to expedite the wire transfer process, please complete the Wire Transfer form (Note: Must be typed). This sheet has been provided by the bank in order to insure that wire transfer requests can be completed in an accurate and timely manner. It is important that all information be filled in, especially "Bank Wire Number" to expedite the wire transfer process.

Travel and Mileage

General Information

A travel reimbursement can be made using a disbursement request or a travel voucher. The travel reimbursement request should include dates of departure and return home, days attributable to business activities, location of travel, and a brief statement of the business reason for the travel.

Office Supplies

The state has a contract for office supplies with Proftech/Staples Advantage.

Service Payments/Honoraria to State or Research Foundation Employees

An IRS determination requires that when the UB Foundation makes a payment to an individual for services provided and the individual is a State or Research Foundation employee full or part-time, UB Foundation must also treat the individual as an employee. Hence, this requires the payment to be processed through normal payroll processing procedures rather than accounts payable processing procedures. These payments require Extra Service Compensation Approval.

Purchasing Procedures

Direct Purchases

For those purchases made directly, the invoice should be processed for payment using a UB Foundation Disbursement Request (DR) form. The documentation required is outlined under General Documentation.

Other Miscellaneous

Subscriptions

When reimbursed to an individual (as opposed to those paid directly to a vendor) original cancelled check, credit slip, or credit card statement with any other supporting documentation available (i.e., copy of order form). Reimbursement to an individual cannot be made with only an order form.

Moving Expenses

UB Foundation follows the guidelines outlined in IRS Publication 521 regarding reimbursement of business related moving expenses. "Qualified moving expenses" include the cost of moving household goods and personal effects as well as traveling (including lodging but not meals) to your new home. If travel is by car, expenses to be reimbursed can be figured by keeping track of actual expenses (gas, oil) or twenty three (23.00) cents per mile. These items can be reimbursed by UB Foundation.