Spending From An Account

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

Please see SBF’s Procurement of Goods and Services Policy (you must be logged into TDX to access) for information about the standards and guidelines for the procurement of supplies, equipment, construction and services.

Payments and 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 five to seven business days, so please plan accordingly.

• If you are paying a new vendor:
  • Have your vendor complete this form: New Vendor Setup Form (you must be logged into TDX to access).
  • Include the vendor’s W-9 (you must be logged into TDX to access) or W-8BEN tax form (you must be logged into TDX to access).
  • Submit both the Vendor Setup Form (you must be logged into TDX to access) and 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 email 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 it 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 (you must be logged into TDX to access) or
    • W-8BEN tax form (you must be logged into TDX to access), 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 backup documents, see SBU Independent Contractor/Honorarium Payment Checklist.
  • If applicable, include the following for travel and food reimbursements:
    • For mileage reimbursements, 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.
    • 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 contractors (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 AvidInvoice

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 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 in to 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 IRS standard mileage rate 2026.
  • 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 (you must be logged into TDX to access).
• Summer session only — As students are not eligible for health insurance during the summer session, the Participant Stipend Form (you must be logged into TDX to access) can be completed (you must be logged into TDX to access).

Student Scholarship Payments

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

Helpful Website Links

• Google Maps
• OANDA Currency Converter
• Travel Voucher Form (you must be logged into TDX to access)
• Independent Contractor/Honoraria Payments
• IRS W-9 Form
• IRS Form W-8 & W-8BEN
• IRS Form 8233

• SBF Fillable New Vendor Setup Form (you must be logged into TDX to access) (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 setup requests via email. 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 (you must be logged into TDX to access) (Note: Form does not function well when using Firefox.)
• Instructions for Requisition Form (you must be logged into TDX to access)
• How to “Save” a Requisition Form (you must be logged into TDX to access)
• SBF Master Checklist for Backup Documentation (coming soon!)
• A Tax-Exempt Organization Certificate (you must be logged into TDX to access)
• Travel Voucher Form (Instructions) (you must be logged into TDX to access)
• State of New York Statement of Automobile Travel (you must be logged into TDX to access)
• Student Travel/Conference Questionnaire (you must be logged into TDX to access)
• Participant Stipend Form (you must be logged into TDX to access)
• IRS 20 Factors of the Common Law Test
• Independent Contractor/Honorarium Payment Service Form (Pages 1 and 2)
• Independent Contractor/Honorarium Payment Form Checklist
• Declaration of Missing Original Itemized Receipt Form (you must be logged into TDX to access)
• Individual Banking Verification Form (you must be logged into TDX to access)
• Business Banking Verification Form (you must be logged into TDX to access)
• GL Account Codes — listing with detailed descriptions (you must be logged into TDX to access)

All inquiries and issues pertaining to payments should be routed through General Payment Inquiries in Team Dynamics (TDX).