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.

Use this Team Dynamics Link for: Guidance on allowable expenditures from your SBF account.

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.

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.

Please see SBF’s Procurement of Goods & Services Policy for information about the standards and guidelines for the procurement of supplies, equipment, construction and services.

Payments & Services through Team Dynamics (TDX)
New Vendors
Prior to distributing payment, all payees need to be set up in our system.
This procedure can take at least 5-7 business days, so please plan accordingly.
- If you are paying a new vendor:
  - Have your vendor complete this form New Vendor Set Up Form
  - Include the Vendor’s W-9 or W-8BEN tax form
  - Submit both the Vendor Set-Up Form W-9 or W-8BEN tax form here: New Vendor Creation
Purchase Orders
- If you need to open a Purchase Order, or have questions regarding an existing Purchase Order, please e-mail: SBF_PO@stonybrookfoundation.org
- Please be aware, a PO request for a new vendor will require you to submit a new vendor creation request via the New Vendor Creation in TDX.
- Payment requests on existing POs must be made through PO Payment - SBF Internal Departments ONLY
- PO payment requests from external vendors must be made through this TDX link: External Vendor PO Payments submitted by vendor only
Independent Contractor and Honorarium Payments
- All requests for payment must first be submitted through Team Dynamics using this link: HR Team Dynamics
- 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, W-9 or W-8BEN tax 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.
- 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.
Requisitions for Payment via TDX
- General Payment Requisitions including employee business meal reimbursements and student reimbursements
- Employee Hardship
- Student Emergency Loans
- Payments to Independent Contractor (Must be approved by HR via this link for all new vendors)
- **Additional Payments for Independent Contractors (Multiple payments for an existing contract)
- Invoices for payments linked to existing POs (Internal departments only)
- External Vendor PO Payments submitted by vendor only
Payments through AvidXchange
Please see the TDX site for Adding a New Avid User and General Avid Support Services, such as changing a vendor mailing address or email address, resetting your password, adding a department to your profile and updating speed charts

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
    
    Fill out a Travel Voucher Form
    
    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 IRS standard mileage rate 2024
  - 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 Form can 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
Helpful Website Links
- SBF Fillable New Vendor Setup Form (Note: This form should be sent to vendors to complete to assist departments in submitting new vendor requests in the Team Dynamics (TDX) Ticketing System. SBF does not accept new vendor set up requests via e-mail. All requests must be submitted via the new TDX ticketing system. See the “HOW TO” section of “Spending Money From Your Account” for more information.
- 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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