When setting up an account with the Stony Brook Foundation, Account Directors should
partner as much as possible with their assigned Advancement Officer. Please refer
to the “Contacts” section at the bottom of this webpage for a directory.
All requests must be submitted electronically:
- NEW ACCOUNTS REQUIRING A FUND AGREEMENT OR MOU
- These include Endowment accounts, Scholarships, Fellowships, Prizes and Awards.
- Please click on the link to the form here: Gift Agreement or MOU Request Form
- Please work with your area's development officer to complete the Gift Agreement or
MOU Request Form.
- Once the Gift Administration team receives the submitted Gift Agreement/MOU, they
will work on it and then send you a draft for review and approval. Once approved,
they will route the documents, including a new SBF account application form, for signature(s).
- GRANT ACCOUNTS AND ALL NEW ACCOUNTS NOT REQUIRING A FUND AGREEMENT OR MOU
- Please click on the link to the form here: Account Applications (No GA/MOU)
- This will require alternative documentation (solicitation email/letter, donor email/letter
etc.). The Gift Administration team will set up a new SBF account application form
and route for signature(s).
- For Grant Accounts only: Please make sure to complete the Grant Proposal Processing Form and attach it to your electronic account application.
Once all the documents have been fully executed, the Gift Administration team will
forward the fully executed documents to SBF to open the new account.
After SBF opens the new account, the Account Director, Signatory Delegate and Account
Assistant will receive a Welcome Email with important information.
Account Director and Signatory Delegate Responsibilities
- The Account Director and Signatory Delegates are responsible for any and all deposits
and disbursements with the Stony Brook Foundation.
- The Account Director and Signatory Delegates are responsible for ensuring that deposits
and disbursements are consistent with the donor’s intent and are in compliance with
the Foundation’s policies and procedures.
- The Account Director and Signatory Delegates are not authorized to execute any legal
document, contract, or agreement on behalf of the Stony Brook Foundation. Such documents
require a Stony Brook Foundation officer's signature.
- The Account Director and Signatory Delegates agree to hold the Stony Brook Foundation
harmless for all claims and actions in the event that deposits or disbursements are
not in accordance with account guidelines and donor's intents.
- Monthly accounting statements are available in SBU Reporting to the Account Director
and report recipient. The Stony Brook Foundation Business Office will send an e-mail
after the fifth business day notifying all receipts that the reports are available.
- Documentation of all deposits and disbursements should be retained by the Account
Director and Signatory Delegates in order to reconcile the monthly accounting statements.
