Procurement Office > Frequently Asked Questions > Hospital Accounts Payable

Hospital Accounts Payable

What is the anticipated time period for a vendor to receive their payment?
A check or ACH is usually issued from Albany approximately 5-7 days after the payment is entered into the system and approved by the Office of the State Comptroller. Check information and remittance advice can be obtained from the NYS Vendor Self Service Portal.
Why was the invoice amount reduced for payment?
  • If freight charges exceeded $100.00 and the vendor did not provide a copy of their shipper's freight bill, the vendor's invoice may have been short paid.
  • Prices were not in accordance with quoted price and/or Purchase Order pricing.
  • Taxes may have been removed, as an agency of the State of New York, Stony Brook University is exempt from NY state and local sales taxes.
What can be done if a freight bill is unavailable?
If metered FedEx, UPS or vendor's own truck is used, a letter can be sent with explanation.
What documents are required to make a payment?
Encumbered Purchase Order, Receipt (or dept. approval) and proper invoice.
What invoices did the check pay?
Check information and remittance advice can be obtained from the NYS Vendor Self Service Portal.
How can a vendor change their remit to address?
Vendor can change their remit to address in the New York State Vendor Management System.

For additional assistance please contact Marissa Culver at (631) 444-9960.