Advancement

Setting Up An Account

Setting Up Your Account 

A new Stony Brook Foundation account can be created to support and promote Stony Brook University activities and programs. These accounts are funded primarily from donor gifts and service revenues and may have specific usage restrictions depending on the source of funds.

Forms marked with "you must be logged into TDX to access" are hosted within the SBF Resources section in SBF TDx Portal. To access the form, you must first be logged into the portal by clicking one of these links using your NetID and password.

 

When setting up an account with the Stony Brook Foundation, account directors should partner as much as possible with their assigned Advancement officer. Please refer to the “Contacts” section at the bottom of this webpage for a directory.

All requests must be submitted electronically:

  • NEW ACCOUNTS REQUIRING A FUND AGREEMENT OR MOU
    • These include endowment accounts, scholarships, fellowships, prizes and awards.
    • Please click on the link to the form here: Gift Agreement or MOU Request Form
    • Please work with your area’s development officer to complete the Gift Agreement or MOU Request Form.
    • Once the Gift Administration team receives the submitted Gift Agreement/MOU, they will send you a draft for review and approval. Once approved, they will route the documents, including a new SBF account application form, for signature(s).
  • GRANT ACCOUNTS AND ALL NEW ACCOUNTS NOT REQUIRING A FUND AGREEMENT OR MOU

Account setup question for the foundation?
If you have any questions about the new account setup processes or opening an account, please contact one of the following individuals:

Current use accounts (begin with “2”) or endowment accounts (begin with “3”)

Grant accounts (begin with “8”)
  • Tina Arora — tina.arora@stonybrookfoundation.org  |  (631) 632-4470
    • This will require alternative documentation (solicitation email/letter, donor email/letter etc.). The Gift Administration team will set up a new SBF account application form and route for signature(s).
    • For grant accounts only: Please make sure to complete the Grant Proposal Processing Form (you must be logged into TDX to access) and attach it to your electronic account application.
Once all the documents have been fully executed, the Gift Administration team will forward the fully executed documents to SBF to open the new account.

After SBF opens the new account, the account director, signatory delegate and account assistant will receive a welcome email with important information.

Account Director and Signatory Delegate Responsibilities

  • The account director and signatory delegates are responsible for any and all deposits and disbursements with the Stony Brook Foundation.
  • The account director and signatory delegates are responsible for ensuring that deposits and disbursements are consistent with the donor’s intent and are in compliance with the foundation’s policies and procedures.
  • The account director and signatory delegates are not authorized to execute any legal document, contract or agreement on behalf of the Stony Brook Foundation. Such documents require a Stony Brook Foundation officer’s signature.
  • The account director and signatory delegates agree to hold the Stony Brook Foundation harmless for all claims and actions in the event that deposits or disbursements are not in accordance with account guidelines and the donor’s intent.
  • Monthly accounting statements are available in SBU Reporting to the account director and report recipient. The Stony Brook Foundation Business Office will send an email after the fifth business day notifying all recipients that the reports are available.
  • Documentation of all deposits and disbursements should be retained by the account director and signatory delegates in order to reconcile the monthly accounting statements.

Need help setting up your account? Please contact your assigned Advancement officer.