AvidInvoice

To help you gather the required information and backup documents that should accompany your Avid payment request, please refer to the SBF Master Checklist for Back-Up Documentation (coming soon!). 

A Tax-Exempt Organization Certificate (you must be logged into TDX to access) 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 Through AvidInvoice
Submit payments through AvidInvoice 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 (you must be logged into TDX to access).
• Include a printout of a Google Map of your itinerary and complete a State of New York Statement of Automobile Travel Form (you must be logged into TDX to access).
  • For mileage reimbursements, please use this link to get the standard IRS mileage rate 2026.
• Awards/Stipends/Fellowships (Summer session only).

Internal Payments to IFR, RF and BURSAR For:

• Salaries
• Housing
• Research Support
• ASA
• Food/Catering/Space Rental
• Sponsorship

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. For the Stony Brook Foundation to determine the tax status, complete the Student Travel/Conference Questionnaire (you must be logged into TDX to access).
• Summer and Winter sessions only: As students are not eligible for health insurance during either session, the Participant Stipend Form (you must be logged into TDX to access) can be completed.

Student Scholarship Payments

• Student scholarships should NOT BE submitted through Avid.
• Please submit all student scholarship requests through TDX here.

If you would like a copy of the Avid User Guide for Submitters & Approvers please contact tina.arora@stonybrookfoundation.org or lois.arens@stonybrookfoundation.org.

• AvidInvoice Training Video

• New users need to submit a request through Team Dynamics (TDX) to be added to the AvidInvoice system.
• New Vendor Form (you must be logged into TDX to access) (Note: This form should be sent to vendors for completion to assist departments in submitting new vendor requests in the Team Dynamics [TDX] Ticketing System.)

All AvidInvoice inquiries and issues should be routed through Team Dynamics (TDX).

Please see the TDX site for:

• Adding a New Avid User — for submitters and approvers.
• General Avid Support Services — to change a vendor mailing address or email address, add a department account to a user’s profile and update speed charts.