Building partnerships through collaboration.
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
UBF Marketplace
Not allowable
Paper Checks
Checks should be made payable to UB Foundation Activities, Inc. and must come with a deposit transmittal.
If a check is made payable to another UB entity, we will send it to that UB entity for endorsement.
Deliver deposit to:
UB Foundation office is located in the Center for Tomorrow building. Hours of operation are Monday through Friday 8:00 a.m. to 4:30 p.m. The office is closed on university holidays.
UB Foundation
Center for Tomorrow
North Campus
Refunds, Rebates, Reimbursements Related to a Purchase Order
ACH/Wire Transfer
Not allowable
Paper Checks
Checks should be made payable to UB Foundation Activities, Inc. and must come with a deposit transmittal.
If a check is made payable to another UB entity, we will send it to that UB entity for endorsement.
The UB Foundation office is open Monday through Friday from 8:00 a.m. to 4:30 p.m. for hand-delivered deposits. The office is closed on university holidays.
Via Campus Mail:
UB Foundation
Center for Tomorrow
North Campus
Via External Mail (USPS):
UB Foundation
P.O. Box 900
Buffalo, NY 14226-0900
Travel Reimbursements
Paper Checks
Checks should be made payable to UB Foundation Activities, Inc. and must come with a deposit transmittal.
If a check is made payable to another UB entity, we will send it to that UB entity for endorsement.
The UB Foundation office is open Monday through Friday from 8:00 a.m. to 4:30 p.m. for hand-delivered deposits. The office is closed on university holidays.
Via Campus Mail:
UB Foundation
Center for Tomorrow
North Campus
Via External Mail (USPS):
UB Foundation
P.O. Box 900
Buffalo, NY 14226-0900
