Sponsored Programs

Procurement Procedures in effect due to COVID-19

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.

The purchase order process is to be used when ordering goods and services.

1. To order goods and services for a project complete a Purchase Requisition/Direct Payment Voucher.
2. The user will be asked to provide their campus login credentials to submit/forward any e-form. For assistance in completing the form refer to the on-line training and guidance.
3. The e-forms provide the Principal Investigators the ability to check the status of their purchase request at any time during the procurement process.

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.  

Requirements for payment

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.

1. Confirm receipt by opening the link of the electronic purchase order, scan and attach all pertinent documents that might have been included with the order such as packing lists, invoices, statements, etc, and click the box on the signature page certifying goods or services have been received. 
2. The authorization is sent to the SPO Accounts Payable/Purchasing Department who will generate payment to the vendor.  The PI will receive an email notification payment has been processed.
3. When requesting a partial payment on an encumbered PO, complete the Payment Request Form.

The direct payment process is to be used when items have already been received.

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.

1. The PI or designee  prepares the Purchase Requisition/Direct Payment Voucher, attaches all supporting documents (i.e. receipts) and authorizes payment using the electronic workflow. The user will be asked to provide their campus login credentials to access any e-form.
2. For assistance in completing the form refer to the on-line training and guidance.
3. PIs will receive an email notification when the payment has been processed.
4. A PI can also verify the transaction has been processed by 1) checking the status on the electronic copy of the direct payment e-form; or 2)logging on to the RF Report Center PI Dashboard. 
5. Retain a copy of the Purchase Requisition/Direct Payment Voucher link and any additional supporting documentation until confirmation of payment has been received.