Outside Entity Space Request

Review the procedure for outside entities requesting on-campus space, and the expectations and responsibilities of the requesting unit, the Real Estate & Property Management office, and the Purchasing and Contract unit.

On This Page:

Requestor's Responsibilities

  • Company must be sponsored by a UB unit
  • FPMO for sponsoring unit must:
    • Obtain required administrative approvals or disapprovals from dean/department chair
    • Ensure that the commercial use proposed is appropriate and in compliance with University and SUNY policies
  • Submit a Facilities Improvement form on the entity’s behalf
    • Include identified space, term of commitment
    • Full company name and address of entity that will be occupying the space
    • Contact name, title, phone, email W‐9 Form and Vendor Information Form
    • Services needed (i.e. parking, etc.)

Only FPMOs can submit a Facilities Improvement Project Request

Submit the Facility Improvement Project form

UBITName and password are required.

Complete the Facility Improvement Project Financial Workbook

UBITName and password are required.

Required Attachments

The supporting letter from the dean and chair of the department should be on department letterhead and include the term of commitment.

Real Estate & Property Management's Responsibilities

  • Space request documents received from Campus Planning
    • Create floor plans and rent schedule and forward to Procurement. Rental rates are calculated by the UB Financial Management unit and updated annually

Rates are based on building operating costs, equipment and depreciation.

Purchasing and Contracts' Responsibilities

  • Draft space agreement
  • Obtain all signatures on documents as described in the Approval Authority policy
  • Submit to OSC for review and approval (if applicable). NYS requires pre‐approval from the Office of the Attorney General and the Office of the State Comptroller if lease value threshold is $25,000 or greater for full term of lease, including renewal terms. There is no preapproval process for RF leases
Review the Approval Authority Policy

Lead Time

Lead times will vary depending on the circumstances, but it takes approximately 4 weeks from the approval of the Facilities Improvement form. 

Agreement Management

It is the expectation that a staff member will be assigned the role of ongoing review and management of space agreements on behalf of the department. The staff member must know the departmental responsibilities and understand the commitments made by both parties in the space agreement.

Contract compliance and departmental responsibilities
W-9 Tax Form for U.S. Vendors (UB Version)

Questions?

Carla M Persico

Lease Coordinator

Real Estate and Property Management

107E John Beane Center

Phone: 716-645-0309

Email: cpersico@buffalo.edu