Buffalo State procedures for spending controls due to the COVID-19 crisis are in effect for all purchases made with State, Research Foundation Administrative Funds, and Buffalo State College Foundation. Effective immediately and without exception, all requests for purchases must be accompanied by a completed and approved Spending Constraints Attestation Form. Approval instructions can be found in the procedures for spending controls.
The completed Spending Constraints Attestation Form should be attached to the Formatta forms for all expenses being charged to an RF Administrative account (unrestricted, balance, RCC, Dean’s, and discretionary accounts.
All purchases must benefit the project(s) to which they are charged, and must be allowable, allocable, and necessary under the project's sponsor guidelines. All payment requests are reviewed by the Sponsored Programs Operations (SPO) staff to insure the requested materials or services are consistent with the project budget, comply with Research Foundation purchasing policy, and conform to any applicable sponsor or federal regulations.
Prinicipal Investigators (PI) are encouraged to review the award balance prior to submitting e-forms to the RF Accounts Payable/Purchasing Department. Award balances, as well as detailed vendor payment and employee payroll data, can be reviewed by accessing the RF Report Center PI Dashboard. (Note: a RF issued login ID is required.) Be sure to review the available balance in the resource group (budget category) level when verifying the availability of funds, and be careful to make sure the budget category selected on the purchasing e-forms matches the budget breakdown sent when the award was established. If there are any questions about whether or not an expense is allowable, we encourage you to contact the Grants Management Department prior to incurring the cost.
SPO Accounts Payable/Purchasing staff will generate a purchase order (PO). Unless special mailing instructions are requested, a copy of the purchase order will be emailed or faxed to the vendor. The PI will receive a link to the electronic copy of the purchase requisition e-form via email.
When the purchase order is complete, the PI must certify electronically using the e-forms signature workflow all the goods and/or services have been received. RF policy prevents us from making a payment to the vendor until the authorization (i.e. the receiving copy or other electronic authorization such as an email) has been received from the PI and the invoice has been received from the vendor.
The electronic Purchase Requisition/Direct Payment Voucher signals to SPO Accounts Payable/Purchasing Department goods and services have already been received. A formal purchase order would, therefore, not be necessary and payment can be made directly to the vendor.
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