Spending Money From Your Account

Funds may be spent from unrestricted, restricted, agency accounts and expendable endowments. The purpose of the expenditure must comply with the purpose for which the account was established and be consistent with the donor's intent when the gift or grant was accepted. It is the responsibility of the Account Director to ensure that these requirements are met.

To help you gather the required information and back-up documents that should accompany your payment request (via paper requisition form or Avid submission), please refer to the SBF Master Checklist for Back-Up Documentation.

New Vendors

Prior to distributing a payment, all payees need to be set up in our system.
This procedure can take 5-7 business days, so please plan accordingly.

If you are paying a new vendor:
- Fill out this New Vendor Set Up Form
- Include the Vendor’s W-9 tax form
- Submit both the Vendor Set-Up Form and W-9 to SBF_Supplier_Request@stonybrookfoundation.org
A Tax-Exempt Organization Certificate is required when making purchases with Stony Brook Foundation Funds. The Stony Brook Foundation does not reimburse employees for New York State sales tax.

Payments Submitted via e-mail

Fill out a Requisition Form for the following types of payments:
- Employee Business Meals & Entertainment Reimbursements (while not traveling) – see the SBF Meal & Entertainment Expense Policy for more information.
- E-mail form and all necessary back-up to: SBF_AP@Stonybrookfoundation.org
Independent Contractor and Honorarium payments to be submitted to Hrs_Independent_contractors@Stonybrook.edu
- All requests for payment must first be submitted to: hrs_independent_contractors@stonybrook.edu
- SBF must receive an approved IC package from HR to process Independent Contractor payments.
- If you have any questions regarding these forms, please contact Human Resources or go to their website: Stony Brook University Human Resources
Before a contractor starts services:
- Your department must complete an IRS 20 Factors of the Common Law Test and send to SBU’s Human Resources Department, who will confirm with you that an independent contractor is approved and added to the system. (An independent contractor form is to be used when a vendor requests payment as an individual with his/her Social Security Number.)
To request payments:
- The Independent Contractor/Honoraria Payment Tool has a series of questions with links that will guide you through the payment process with Human Resources.
- Your department and the contractor must complete pages 1 and 2 of the SBU Independent Contractor/Honorarium Payment Form. The completed form and all required documentation (e.g., Independent Contractor Service Agreement, W9 or W8 Form, original receipts…etc.) should be submitted to Human Resources for their approval. If you have any questions regarding these forms, please contact Human Resources or go to their website.
- To help you gather and supply the required information and back-up documents see SBU Independent Contractor/Honorarium Payment Checklist. Send the completed checklist in with your payment request.
If applicable, include the following for travel & food reimbursements:
- For mileage reimbursements, include a print out of a google map of your itinerary and complete a State of New York Statement of Automobile Travel Form.
- For mileage reimbursements, please use this link to get the standard IRS mileage rate.
- Itemized receipts and proof of payment.
For further reference:
- Instructions for a Requisition Form
- How to “Save” a Requisition Form
- Email required forms and all back-up documentation to SBF_AP@stonybrookfoundation.org
Payments through AvidXchange
- Submit payments through AvidXchange for the following:
Payments to Vendors for:
• Professional Services
• Supplies
• Catering
• Car Service
• Space Rental
• Sponsorship Supplies
• Shipping

Payments to Students for:
•Travel/Conference/Food Reimbursement
a Fill out a Travel Voucher Form
a Include a print out of a google map of your itinerary and complete a State of New York Statement of Automobile Travel Form.
a For mileage reimbursements, please use this link to get the standard IRS mileage rate.
• Awards/Stipends/Fellowships

Internal Payments to IFR, RF, BURSAR for:
• Salaries
• Housing
• Research Support
• FSA
• Food/Catering/Space Rental
• Sponsorship

More information about payments to Students
- Student Travel/Conferences - If there is no identifiable business purpose and/or benefit to Stony Brook University, travel and conference reimbursement may be a taxable event. In order for the Stony Brook Foundation to determine the tax status, complete the Student Travel / Conference Questionnaire
- Summer session only - as students are not eligible for health insurance during the summer session, the Participant Stipend Formcan be completed.
Student Scholarship payments
- Student Scholarships should NOT BE submitted through Avid.
- Scholarship awards should be e-mailed to Daniella.Steuer@stonybrook.edu, Antonina.Nadrowski@stonybrook.edu and Nicholas.Prewett@stonybrook.edu
- For more information on Student Payments, please refer to SBF Requisitions for Scholarships, Prizes or Awards Funds
Helpful Website Links

·      Google Maps

·      OANDA Currency Converter

·      Travel Voucher Form

·      Independent Contractor/Honoraria Payments

·      IRS W-9 Form

·      IRS Form W-8 & W-8BEN

·      IRS Form 8233
·       SBF Fillable New Vendor Setup Form

·       SBF New Avid User Verification Form

·       Requisition Form (Note: Form does not function well when using Firefox)

·        Instructions for Requisition Form

·        How to “Save” a Requisition Form

·        SBF Master Checklist for Back-Up Documentation

·        A Tax-Exempt Organization Certificate

·        SBF Requisitions for Scholarships, Prizes or Award Funds

·       Travel Voucher Form (Instructions)

·       State of New York Statement of Automobile Travel

·       Student Travel / Conference Questionnaire

·       Participant Stipend Form

·       IRS 20 Factors of the Common Law Test

·       Independent Contractor/Honorarium Payment Form Service Form (Pages #1 & 2)

·       Independent Contractor/Honorarium Payment Form Check List

·       Declaration of Missing Original Itemized Receipt Form

·       Individual Banking Verification Form

·       Business Banking Verification Form

·       GL Account Codes – listing with detailed descriptions

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