Procurement Office > Frequently Asked Questions > State Payables

State Payables

I would like to place my own order for equipment/services. What do I have to do?
Employees of Stony Brook University, Stony Brook University Hospital, the Long Island State Veterans Home and any other University affiliated offices or departments are not authorized to purchase merchandise and/or request services from a vendor without the prior approval of the Procurement Office. Prior approval constitutes the issuance of a formal purchase order by the Procurement Office. Invoices submitted along with a purchase requisition "after the fact" as "payment purposes only" will not be accepted by the Procurement Office.

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I have a departmental EMERGENCY order for goods/services. How do I get this done ASAP?
If a campus department deems an order or service to be an emergency they must contact the Procurement Office for written authorization prior to purchasing the goods or initiating the emergency service. The Procurement Office staff is available weekdays from 8:00 AM to 5:00 PM to assist you in placing and expediting your emergency orders. Campus departments are also encouraged to apply for the State Corporate Procurement Visa Card to expedite the placement and receipt of emergency orders. For more information on the corporate card program please contact Deborah Satornino at (631) 632-6017.

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Can merchandise be shipped to an address other than that of the University?
All goods ordered for Stony Brook University, Stony Brook University Hospital, the Long Island State Veterans Home and any other University affiliated offices or departments must be shipped to the respective University receiving address. Under no circumstance are deliveries to be made to an address other than an official, University-related receiving address (i.e. Central Receiving, SBUH Receiving, LISVH Receiving, Brookhaven National Lab, VA Medical Center, Cold Spring Harbor Lab, etc). Payments and/or reimbursements will not be processed for items shipped to a home address unless the appropriate justification is included.

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Am I authorized to sign a contract/agreement so that a vendor will ship my goods and/or provide the service that I need?
  • Campus departments are not authorized to enter into agreements with perspective vendors by signing formal or informal vendor contracts. The Office of the President and the Procurement Office are the only authorized administrative offices that can enter the University into contractual agreements with perspective vendors. If you or your department plan to enter into a contractual agreement with a perspective vendor please have the appropriate department representative(s) review the contract for verification of technical terms and conditions and then forward the contract to the Procurement Office (attn: Kirstine Nogiewich) for review and final approval.
  • Individuals who enter into an agreement with a vendor to start providing goods or services on behalf of the University or whom intend to bind the University to financial commitments without prior authorization from the Procurement Office are in violation of State law and University policy. Individuals may be subject to the imposition of discipline and may be held personally liable for any indebtedness that is ultimately held to be owed to the contractor/vendor.

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A vendor called me/my department to advise us that they have never been paid for an outstanding invoice. What should I do to get the invoice paid?
Contact the Procurement Office and provide both the purchase order number and invoice number so that we can check our files to confirm that payment has not already been processed.
  • Contracts (Local/Service), call (631) 632-9110
  • Long Island State Veterans Home, call (631) 632-2121 or (631) 632-9838
  • Research Foundation, call (631) 632-4151 or (631) 632-6001
  • State (West Campus/HSC), call (631) 632-6012 or (631) 632-9838
  • Stony Brook University Hospital, call (631) 444-9960 or (631) 444-9961

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What is the anticipated time period for a vendor to receive their payment?
Checks are issued through the Quick Pay system. 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.

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How do I cancel an existing purchase order?
Send an email to the appropriate buyer requesting a full/partial cancellation of the purchase order.

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When does the State's fiscal year start/end?
The fiscal year begins on July 1 and ends on June 30 of each year.

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What is a Materials and Services Requisition (MSR) Form used for?
A Materials and Services Requisition (MSR) Form is used to process payments and/or transfer funds between either two state accounts or two Research Foundation accounts. The Stony Brook Foundation does not utilize the MSR Form.

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What happens to funds that remain on a purchase order, within the current fiscal year, once they are no longer needed?
When a purchase order is completed (i.e. all items have been received or blanket purchase order is no longer utilized) and has been disencumbered, all remaining funds on that purchase order will fall back into the department's respective state account for that current fiscal year.

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How do I arrange for the return of unwanted/damaged merchandise?
Contact the Procurement Office to:
  • Stop payment of an invoice for goods that have already been received.
  • Make arrangements with buyer for the return of merchandise and obtain a Return Authorization Number from vendor.
  • Contact Central Receiving for merchandise return and appropriate documentation.

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What office do I contact regarding an incorrect charge on my monthly accounting report?
Check the payment coding on your accounting report.
  • For voucher payments contact the Procurement Office.
  • For journal transfers contact the Accounting Office.
  • For Visa Corporate Card transactions contact Deborah Satornino (Procurement Office).

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How do I increase the available funding on one of my current blanket purchase orders?
Send an email to the buyer, requesting an increase in purchase order funding.

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Why is interest charged on State payments?
New York State Prompt Payment Legislation requires that state agencies issue payments to vendors within 30 days of receipt of either a valid vendor invoice or receipt of goods/services, whichever date is later. More detailed information on the Legislation is available from the Procurement Office.

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I received an "Authorization for Payment" slip along with a vendor invoice. What do I do with these items?
Review your order and the invoice carefully to ensure all items were properly received and billed. If the order was correctly received please sign the form on the bottom and indicate the date on which the merchandise was received. If there are problems with the order or the invoice please send an email to the buyer and "carbon copy" the respective accounts payable representative advising them of the problem(s). Hold the invoice until the problems are resolved. Once resolved approve payment of the invoice by signing the form on the bottom and indicate the date on which the problem/issue was resolved.

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Is it appropriate to purchase food/request a reimbursement for food for a departmental staff meeting and/or working lunch?
The Procurement Office will not issue food payments or reimbursements for staff meetings and working lunches. Please review the new campus food policy on the Procurement Office's website.

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I currently have an existing, current-year purchase order for XYZ Company. I need to add another item to this order. How do I go about having this done?
Send an email or memo to the buyer requesting a Change Order to add the item to the original purchase order. The department, as well as the vendor, will receive a copy of the Change Order advising of the addition of the new item.

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I just found an old invoice that was never paid on my lapsed (prior year) purchase order. How do I submit it for payment?
If the invoice is for an item that was originally ordered on the lapsed year purchase order you can submit the invoice for payment along with your payment authorization. We will issue the payment referencing the lapsed-year purchase order but the funds will be expended from the current fiscal year.
If the invoice is for an item that was never ordered on a purchase order or the purchase order dates back to a fiscal year prior to the lapsed year, you will need to submit the invoice along with a state requisition for payment. On the requisition you should note, "Invoice Attached, Payment Purposes Only" and reference the previous year purchase order number.

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A vendor claims they never received a payment check. How do I obtain/provide them with a copy of the state check?
Either the department or the vendor can call the Procurement Office to follow up on the status of a payment. If it is determined that a check has been issued but has not been received by the payee the Procurement Office will place a Stop Payment on the check. Please note that the Office of the State Comptroller (OSC) will not stop payment on a check until at least 30 days after the check has been issued. A Lost Check Affidavit will be sent from OSC to the Procurement Office who will then forward the Affidavit to the vendor. The vendor must complete the affidavit and return the form with original signatures to OSC. This entire process takes approximately 45 to 60 days.

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How long should I keep my department copies of requisitions and purchase orders?
The Procurement Office is required to maintain 7 years of records. Campus departments should maintain their own records at their own discretion.

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What is the purpose of a purchase order?
A purchase order is a contractual agreement between the University and the vendor providing the goods/services. No vendor should ship goods or provide services without a valid Stony Brook Purchase Order. Anyone requesting goods or services from a vendor without having a valid purchase order on file may be personally liable for payment.

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Why does my blanket purchase order balance not reconcile with the balance indicated on the SUNY System SUIQ screen?
The Procurement Office often internally rejects payments to correct discrepancies in payment information prior to a vendor payment check being issued. When a payment voucher is rejected and re-entered for payment, the funding of the rejected voucher is not restored back to the purchase order. These funds are restored back to the departmental account. Therefore the balance maintained by a campus department and the balance listed on SUNY SUIQ would be different. This funding imbalance is corrected internally by the Procurement Office, through a process called a SUPO Adjustment, if additional funds are needed to cover outstanding invoices on the purchase order.

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I received a refund check from a vendor due to an overpayment/duplicate payment. What do I do with the refund check?
Send the check, along with a copy of the original purchase order, to the Procurement Office. If a copy of the purchase order is not available please reference the original purchase order number on the top of the check. If the purchase order number is not available please provide the state account from which the original payment was issued. Please keep in mind that the funds must be returned back to the original state account from which they were expended. The refunded funds will be deposited back to your appropriate state within approximately 30 days.

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