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Refunds, Rebates, Reimbursements
Refunds, rebates and reimbursements are funds coming to the university to offset an expenditure. Refunds and reimbursements must be deposited into the account where the expenditure came from. Supporting documentation (invoice or email request) should be provided.
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Definitions
Refunds
Refunds are credits from a vendor that cannot be applied to the original form of payment. These most likely result from a returned item or cancelation and also include overpayments.
Rebates
Rebates are credits paid to a buyer of a portion of the amount paid for a product or service.
Reimbursements
Reimbursement: Credits toward an expenditure that are unallowable or not permitted on the source of payment. For example:
- Sales tax paid.
- Accidental purchases.
A Reimbursement is also a credit toward an expenditure covered by an external funding source. For example:
- Travel or registration reimbursed by another entity.
Guidelines and Procedures
PCard Refunds and Reimbursements
UB Marketplace
Go to UB Marketplace to pay using a personal credit card or eCheck. If you have questions you can reach out to ubs-statepcard@buffalo.edu.
Paper Checks
Checks should be made payable to The State University of New York at Buffalo.
If a check is made payable to another UB entity, we will send it to that UB entity for endorsement.
Deliver the deposit to:
Financial Management is open Monday through Friday 8:00 a.m. to 4:00 p.m. for hand-delivered deposits. The office is closed on university holidays.
Procurement Card Administration
206 Crofts Hall
North Campus
Refunds, Rebates, Reimbursements Related to a Purchase Order
ACH/Wire Transfer
Before receiving the ACH/Wire Transfer, reach out to ehunt@buffalo.edu with supporting documentation so that the credit does not get hit with GUSF.
Paper Checks
Checks should be made payable to The State University of New York at Buffalo.
If a check is made payable to another UB entity, we will send it to that UB entity for endorsement.
Deliver the deposit to:
Financial Management is open Monday through Friday 8:00 a.m. to 4:00 p.m. for hand-delivered deposits. The office is closed on university holidays.
Accounts Payable
206 Crofts Hall
North Campus
Travel Reimbursements
Paper Checks
Checks should be made payable to The State University of New York at Buffalo.
If a check is made payable to another UB entity, we will send it to that UB entity for endorsement.
Deliver the deposit to:
Financial Management is open Monday through Friday 8:00 a.m. to 4:00 p.m. for hand-delivered deposits. The office is closed on university holidays.
Travel Services
206 Crofts Hall
North Campus
Contact an Expert
PCard Refunds and Reimbursements
Valerie Dennis
Asset Management, Card Programs and eProcurement
Financial Management
Phone: 716-645-2604
Email: vlb5@buffalo.edu
