Procurement Office

Procurement FAQs

Procurement FAQs

Fast Answers to Your Procurement Questions

Looking for clear guidance from the Stony Brook University Procurement Department?
This FAQ page brings together answers to the most common procurement questions: from buying methods and approvals, to supplier requirements and policies. Whether you’re new to working with University procurement processes or need a quick refresher, you’ll find practical, straightforward information to help you move forward with confidence.

 

Related Links

Important Telephone Numbers

Procurement Main Phone: (631) 632-6010

WolfMart Help: (631) 632-4573 or (631) 632-9060

P-Card Information: For information regarding P-Cards, please visit the Travel & Cards FAQ page.

 

A purchase requisition is used to initiate the purchase of goods or services. The preferred method to obtain goods and services is utilizing the electronic requisition system available through the eProcurement system WolfMart. This system provides easy access to our preferred suppliers and contract pricing. 

Procurement offers WolfMart virtual training the second and fourth Thursday of each month, from 10:15 a.m. - 12:00 p.m. You can register by filling out this form.

To check on whether or not your requisition is with our office, log onto WolfMart with the Requisition number, and look to the right of the page to see the status of the requisition. If you are unable to determine whether the requisition is  with our office, please call the Procurement Office at (631) 632-6010 or email procurement@stonybrook.edu with the requisition number and we will do our best to provide you with an update.

To find your Purchase Order number, log into WolfMart and search your Requisition number. If a Purchase Order has been created from the Requisition, you will see the PO number on the right side of the page under "Related Documents". If you are unable to determine whether a PO has been issued, please call the Procurement Office at (631) 632-6010 or email procurement@stonybrook.edu with the requisition number and we will do our best to provide you with an update.

A purchase order is a contractual agreement between the University and the supplier providing the goods/services. No supplier should ship goods or provide services without a valid Stony Brook Purchase Order. A purchase order authorizes the supplier to provide goods and services and provides a mechanism for both billing and payment.

While a Purchase Order is required in most cases, it is not always required. The following are exceptions that would required a Non-Encumered Payment form in WolfMart:
  • Direct payment of supplier invoices up to $10,000.00 (Research Foundation Only). Do not use this for State funded orders. State funded orders for commodities and services that require a Purchase Order.
  • Memberships/Conference Fees up to $50,000.00 (Can be used for Research and State funds).
  • Federal, State or Local Government Payments (Can be used for Research and State funds).
  • Postage (Including UPS, can be used for Research and State funds).
  • Registration Fees (Can be used for Research and State funds).
  • Direct Hotel Payments (Can be used for Research and State funds).
  • Direct Car Service/Limo Payments (Can be used for Research and State funds).
  • Subscriptions (Can be used for Research and State funds).
  • SUNY Tuition/Overseas Academic Programs (Can be used for Research and State funds).
  • US Homeland Security Payments (Can be used for Research and State funds).

If the goods or services you are requesting do not fall into one of the above categories, a valid purchase order will be required. 

**PLEASE NOTE** Securing goods or services without a PO is considered a non-compliance issue and may open the University to an unnecessary risk.

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 supplier without the prior approval of the Procurement Office.

Per University Policy P614, an "emergency" is defined as "an unanticipated, sudden, and unexpected occurrence beyond the control of the University, which threatens: a) the life, health, safety, or welfare of any person or b) the continued public use or function of property of the State of New York".

In the case of an emergency situation, the department must contact the Procurement Office for written authorization prior to purchasing goods or initiating the emergency service. Please reach out to the appropriate Category Lead to secure the required approval. This will allow us to mitigate any potential risks to the University. Additionally, this will also allow us to secure any required documentation that would avert a potential future audit finding. 

To pay invoices for emergency services procured without the Procurement organization’s involvement, please submit the invoice, along with a Purchase Requisition, and justification as "payment purposes only" through WolfMart, utilizing a Service Request Form. 

For further questions concerning emergency purchases please contact John McKeon, Director of Strategic Procurement at (631) 632-9110.

The Procurement Office staff is available weekdays from 8:30 a.m - 5:00 p.m. to assist you in placing and expediting your urgent orders. Use the contacts noted below: 
  • Mary LaCorte, Assistant Director, Administrative Services Category, (631) 632-9849
  • Lynn Meyer, Assistant Director,  Campus & Research Operations Category, (631) 632-6019
  • Linda Santos, Assistant Director, Information Technology & Telecom Category, (631) 632-6068
  • Jill McCahill, Assistant Director, Construction, Trade, & Transportation Services Category, (631) 632-6046
To help expedite orders, campus departments are encouraged to apply for the State Corporate Procurement Visa Card. P-Cards also come in handy if you need to place an urgent order outside of Procurement’s standard operating hours. For more information on the corporate card program please contact Gerardina Paduano at (631) 632-6017.

Log into WolfMart with your Requisition or Purchase Order number. Either document will show the name of the Buyer associated with the order.

To find out the expected delivery time frame of your order, please have either your Requisition or Purchase Order number available. Log onto WolfMart and click the "History" tab, which may indicate delivery status, you can also click the “Attachments” tab to review the quote that was attached and the supplier should have indicated an estimated delivery date listed. However, if these do not provide you with the information you are seeking, you can contact the Buyer noted on the Purchase Order. The Buyer will contact the supplier for delivery status and provide it.

The Authorized Signatory on the account should send a Comment within WolfMart to the appropriate Buyer as noted on the Purchase Order to request a full/partial cancellation of the Purchase Order.

The Authorized Signatory on the account should send a Comment within WolfMart to the appropriate Buyer, requesting an increase/decrease in purchase order funding. Be sure to include the following: the Purchase Order number, the account number, the amount to increase/decrease, and the new Purchase Order total.

The Authorized Signatory on the account should send a Comment within WolfMart to the Buyer, requesting a Change Order to add the item to the original Purchase Order. Be sure to include the account number that the new item will be charged to, as well as the new Purchase Order total. The department will receive a copy of the Change Order advising of the addition of the new item.

Campus departments are not authorized to enter into agreements with prospective suppliers, whether through formal contracts or informal agreements. Only the Office of the President and the Procurement Office have the authority to bind the University to contractual agreements with suppliers.

If you or your department intend to enter into a contract with a prospective supplier, the appropriate departmental representative(s) must first review the agreement to verify the technical terms and conditions. The contract must then be uploaded to a Service Request (Requisition) in WolfMart, where it will be routed to the appropriate Contract Officer for review and final approval. Please note that the Procurement Office does not review unfunded agreements or issue a Purchase Order for such agreements.

Any individual who authorizes a supplier to begin providing goods or services, or who attempts to obligate the University financially without prior approval from the Procurement Office, is in violation of State law and University policy. Such actions may result in disciplinary measures, and individuals may be held personally liable for any resulting financial obligations owed to the contractor or supplier.

Please review the University's Catering Guidelines and Procedures (State and Research).

The Procurement Office will not issue food payments or reimbursements for staff meetings and working lunches.

As of July 5, 2022, campus departments purchasing from CulinArt using State funds are no longer required to submit a WolfMart Non‑Catalog Form. This applies only to CulinArt orders funded with State funds.

For CulinArt purchases using RF funds, a Purchase Order is still required. In these cases, you must create a Requisition in WolfMart using the Non‑Catalog Form in order to obtain a Purchase Order.

**PLEASE NOTE** A CulinArt order is considered a quotation only and does not constitute authorization to proceed without an approved Purchase Order.

A Service Request Form is used to request services such as repairs, maintenance agreements, printing, software agreements, and any service that involves labor. Once submitted, the form is routed to Procurement for review and processing. After the service has been completed, all Service Requests require the end user to submit a Cost Receipt to confirm that the services were rendered.

Additional guidance is available on the WolfMart Shopping homepage. Scroll to the bottom of the page, under "Special Requests" and select "Service Requests" and click on the Service Request Form. Detailed instructions can be found on the left side of the page.

All invoices should be sent directly to Accounts Payable at accountspayable@stonybrook.edu and must clearly reference the applicable Purchase Order number.

If goods are shipped directly to your department or picked up by departmental staff, please notify Central Receiving. In addition, you must enter a comment in WolfMart against the appropriate Purchase Order confirming receipt of the goods and providing your formal approval for payment. This notification allows Accounts Payable to proceed with processing the invoice.

Concur is Stony Brook University’s web‑based travel and expense reimbursement system for both State‑ and RF‑funded travel. The platform streamlines the submission and approval of travel requests and expenses for University and Medicine faculty and staff.

Concur helps automate and expedite the reimbursement process while offering a more transparent and user‑friendly experience. It also provides mobile, on‑the‑go features and ensures consistent compliance with University travel and expense policies.

Please visit the Electronic Record of Authorized Signatures (E-RAS) FAQs for more information.

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 appropriate University‑designated receiving address.

Under no circumstances may deliveries be made to an address other than an official University‑related receiving location, such as Central Receiving, SBUH Receiving, LISVH Receiving, Brookhaven National Laboratory, VA Medical Center, or Cold Spring Harbor Laboratory.

Please contact the appropriate Buyer assigned to your order. Be sure to have your Requisition or Purchase Order number available and log into WolfMart. The assigned Buyer’s name is listed on both the Requisition and the Purchase Order. The Buyer will follow up with the supplier to obtain the current delivery status.

Please contact the appropriate Buyer assigned to your order. Have your Requisition or Purchase Order number available and log into WolfMart. The name of the assigned Buyer can be found on both the Requisition and the Purchase Order.

If payment has already been initiated for goods that have been received, you must request a stop payment on the invoice. Please contact the appropriate Accounts Payable office:
  • Alfred DiVenuto, Assistant Director, State Accounts Payable
    📞 (631) 632‑9838
  • Adrianna Cedeno, Assistant Director, Research Accounts Payable
    📞 (631) 632‑6001
Next, coordinate with the assigned Buyer to arrange the return of the merchandise and obtain a Return Authorization Number from the supplier.

Once authorization is received, complete a Return/Shipment Request Form and submit it to Central Receiving by mail (Z‑6500) or fax (2‑8332). A Central Receiving staff member will schedule a pickup from the requesting department and return the item to Central Receiving for outbound shipment processing.

Please contact the appropriate Buyer assigned to your order. Have your Requisition or Purchase Order number available and log into WolfMart, where the Buyer’s name is listed on both records.

In addition, contact Accounts Payable to request a stop payment for the incorrect item.

Please contact the Accounts Payable staff member listed in the Accounts Payable contact section of the Procurement website who is responsible for the vendor you are inquiring about.

Departments should instruct vendors not to submit invoices directly to departmental offices. If a department does receive an invoice from a vendor, the invoice must be reviewed for accuracy and properly approved before submission for payment.

If the invoice is correct, approve it by clearly including the following information on the invoice:
  • A valid Purchase Order (PO) number or Contract number (if not already listed)
  • The date the item was received or the service was completed
  • The notation “OK to Pay,” along with the approver’s signature
Once approved:

Invoices are processed for payment once the Purchase Order, Invoice, and Receiver all match. Payment can only proceed after all three elements align in the system, confirming that the goods or services were ordered, received, and billed correctly.

If there is an issue with an invoice, the department should immediately notify both the Purchasing Buyer listed on the Purchase Order and the appropriate RF Accounts Payable staff member by adding a comment in WolfMart.

The RF Accounts Payable staff member and/or the Purchasing Buyer will work with the department to resolve the discrepancy with the vendor. Once the issue has been resolved, add a follow‑up comment in WolfMart indicating your approval for payment and include the date the issue was resolved.

Important:Be sure to enter your comment on the Voucher associated with the specific invoice you are approving or disputing. Comments added elsewhere may delay resolution and payment.

If a vendor contacts your department regarding an outstanding or unpaid invoice, please contact the Procurement Office and provide both the Purchase Order number and the Invoice number. This information allows Procurement to review records and determine whether payment has already been issued or if further action is required.

For assistance, contact the appropriate area below based on the type of payment:
  • Service Contracts:
    Saj Anthony — (631) 632‑6013
  • Long Island State Veterans Home:
    Alba Beltran — (631) 632‑6005
  • State Payables (West Campus/HSC):
    Palma Garrison — (631) 632‑1417
  • RF Payables:
    Jaya Patil — (631) 632‑9137
Providing complete and accurate information will help ensure the inquiry is resolved as quickly as possible.

Vendors enrolled to receive ACH/electronic payments from the State can typically expect payment within 3 to 5 business days after the invoice has been entered into the payment system and approved by the Office of the State Comptroller (OSC).

Vendors receiving payment by paper check can generally expect to receive payment within 5 to 7 business days after the payment is entered into the system and approved by OSC.

  • Checks
    Payments may be issued by paper check when electronic payment options are not selected.
  • KeyBank ACH (Electronic Payments)
    Available for employees receiving reimbursement via direct deposit and for domestically located individuals requesting electronic payment. Payees receive an electronic remittance advice. To enroll, use the ACH Payment Enrollment link.
  • Bank of America (BOA) ACH Payments (Paymode‑X)
    Vendors may receive payments electronically through Paymode‑X, which replaces paper checks by depositing funds directly into a designated bank account via ACH (Automated Clearing House). Remittance details, including payment amount, date, and invoice numbers, are sent by email.
  • Wire Transfers
    Wire transfers are available for both domestic and foreign banking institutions and may be requested in U.S. dollars or foreign currency. The minimum payment amount is $100.00.
    Note: Domestic vendors are encouraged to enroll in BOA ACH rather than request wire transfers, as a $25 fee is charged for each wire.
  • Foreign Drafts
    A foreign draft is a bank check drawn on a bank outside the United States in a foreign currency. Operating locations will be charged a foreign currency draft fee by the RF SUNY Central Finance Office.

Research Foundation (RF) Checks:
For RF checks, contact an RF Accounts Payable staff member and provide your department’s UPS or FedEx account number. The check can then be mailed directly to your on‑campus office address. If your department does not have a UPS or FedEx account, RF SUNY Central Office may charge the delivery cost to your Project‑Task‑Award.

State Checks:
State checks are issued and mailed directly to payees by the New York State Treasury. As a result, special handling is not available for State‑issued checks.

Research Foundation (RF) Invoices:
All RF invoices issued in foreign currency must be paid by wire transfer. Departments should attach the invoice to a WolfMart Non‑Encumbered Payment Form and clearly indicate that payment must be made in the foreign currency shown on the invoice.

State Invoices:
All State payments are issued only in U.S. dollars. For invoices received in a foreign currency, Accounts Payable will convert the amount to U.S. dollars based on the exchange rate in effect on the invoice date.

If a vendor reports that payment was not received, the campus department or the vendor should contact an RF Accounts Payable staff member to request assistance.
  • If the check has been cashed, a copy of the reconciled, cleared check can be provided upon request.
  • If the check has not been cashed, a stop payment will be placed on the original check. A replacement check will be issued once the vendor confirms the correct mailing address.
This process ensures that lost payments are properly tracked and reissued when necessary.

When a Purchase Order is completed, meaning all items have been received, services have been rendered, or a blanket Purchase Order is no longer in use, and the Purchase Order is disencumbered, any remaining funds will be released and returned to the department’s respective State account for use within the current fiscal year.

  • Sponsored Awards:
    Research Accounts Payable works in coordination with the Office of Grants Management to ensure the timely closeout of open Purchase Orders on sponsored awards. Departments are asked to respond promptly to requests to approve payment of outstanding invoices so that open encumbrances that are no longer needed can be cleared and closed.
  • IDC Awards:
    Departments should regularly review account balances and respond promptly to requests to process any open invoices. If a Purchase Order is no longer needed, departments should contact Procurement to request that the Purchase Order be closed.
  • Vendor Requirements:
    All vendors doing business with New York State (NYS) must be registered in the NYS Vendor File and are responsible for maintaining current and accurate information through the NYS Vendor Portal. Delays in vendor registration or updates can prevent payment processing and may delay the closeout of Purchase Orders.

Timely departmental action and vendor compliance are essential to ensure accurate account balances and the successful closeout of terming Purchase Orders.

Vendors should be directed to log into the NYS Vendor Self‑Service Portal, where they can view detailed payment remittance information as well as past and pending payments issued by the State of New York. This portal provides the most accurate and up‑to‑date payment details.

If the vendor has additional questions or requires further assistance, please have them contact the Procurement Office – State Payables at (631) 632‑1417.

New York State:
The New York State Fiscal Year begins on April 1st and ends on March 31st of each year.

SUNY:
The SUNY Fiscal Year begins on July 1st and ends on June 30th of eahc year.

Please contact the appropriate office based on the type of transaction involved:
  • State Voucher Payments:
    Contact Palma Garrison, Accounts Payable Specialist
    📞 (631) 632‑1417
  • State Procurement Card Transactions:
    Contact a Payable Analyst
    📞 (631) 632‑9027
  • State Travel / NET Card Transactions:
    Contact Joanne DeSantis, Credit Card Administrator
    📞 (631) 632‑4031
  • Research Foundation (RF) Voucher Payments:
    Contact Jaya Patil, Accounts Payable Specialist
    📞 (631) 632‑9137
  • RF Credit Card Transactions:
    Contact Gerardina Paduano, Assistant Director
    📞 (631) 632‑6017
  • Journal Transfers:
    Contact the Accounting Office
    📞 (631) 632‑6040
Reaching out to the correct office will help ensure the issue is reviewed and resolved as quickly as possible.

Carefully review your Purchase Order and the Invoice to confirm that all items were received and/or all services were completed as billed.

If the invoice is correct:
Add a comment in WolfMart directed to the appropriate Accounts Payable (AP) staff member. Refer to the Accounts Payable contact section on the Procurement website to identify the correct AP representative. In your comment, include the date the merchandise was received or the date the service was completed to indicate your approval for payment.

If there is a discrepancy:
Add a comment in WolfMart describing the issue, ensuring that the appropriate Accounts Payable representative is included as a recipient. Once the issue has been resolved, add a follow‑up comment confirming your approval for payment and noting the date the issue was resolved.

Important:
Be sure to enter your comment on the Voucher associated with the Invoice you are approving or disputing. Comments entered elsewhere may delay payment processing

Please forward the refund check to the Procurement Office (Z‑6000) and be sure to reference the applicable Purchase Order (PO) number. The refunded amount will be credited back to the original State or Research Foundation (RF) account from which the funds were expended.

If the invoice is for goods or services that were originally ordered on a lapsed (prior‑year) State Purchase Order, you may still submit it for payment. Email the invoice to accountspayable@stonybrook.edu and include your payment authorization.

Payment will be processed and charged to the current fiscal year, while referencing the lapsed‑year Purchase Order.

New York State Prompt Payment Legislation requires State agencies to issue payment to vendors within 30 days of receiving a valid invoice or the receipt of goods or services, whichever occurs later.

To comply with this requirement, it is critical that campus departments respond to Accounts Payable requests for invoice approval within three business days. Delays in providing payment approval may cause payments to be issued late, resulting in interest charges assessed against the department’s State account.

For additional details, please refer to the New York State Finance Law governing prompt payment requirements.

Please view our SBU Catering and Food policy for additional information,

For assistance with Hospital Accounts Payable, please contact Marissa Culver at (631) 444-9960.

To update your notification preferences, click the silhouette icon in the top‑right corner and select “View My Profile.” From the navigation menu on the left, choose “Notification Preferences.”

Use the drop‑down menu to select the notification section you want to manage, then click “Edit Section” in the top‑right corner of the page. Select “Override” and use the available options to choose whether you want to receive notifications by email, within WolfMart, or both.

For end users, the most relevant notification settings are found under “Shopping, Carts & Requisitions.” This section allows you to receive alerts when a cart is returned to you or when line items are rejected.

  1. Click on an account number.
  2. Go to the "Other Account Users" section.
  3. Click on the "Add/Remove" button.
  4. Input the WolfMart Requester's SBUID or NetID.
  5. Repeat for each of your WolfMart Requesters.
  6. Click on the "Done" button.
  7. Click on the "Save and Confirm" button at the top of the screen.
**NOTE** This can only be done by the Account Director or Account Assistant on the Account!

Go into your profile by clicking on the silhouette icon in the top right corner and click “View My Profile.” In the navigation bar on the left side, select “Custom Field and Accounting Code Defaults.” Select the “Account Code Assignments” tab. Here, you will be able to edit fields such as your address, building number, or fiscal year. 

Click on the red edit button next to the information you’d like to update. Add your new value, then click on the information that appears in the box on the left. Make sure that the box next to “Default” is selected, then update.

For more information and further instructions, see the "Step-By-Step Training" section under "WolfMart Training".

In WolfMart, users are assigned different roles based on their purchasing responsibilities:

A Shopper has the most basic level of access. Shoppers can browse catalogs and add items to a cart, but they cannot submit orders. Instead, they must assign their cart to a Requester or Approver for further processing.

A Requester can perform all the functions of a Shopper and is also authorized to enter accounting information and submit requisitions. However, Requesters do not have the authority to approve orders.

An Approver has full access to the account and is responsible for reviewing and approving requisitions. Approvers can also perform all the actions available to both Shoppers and Requesters.


You can view your assigned role(s) in WolfMart by navigating to your profile and selecting “User Roles and Access.”

If you are located on West Campus or at HSC, select Central Receiving as the shipping address. You can then specify your exact delivery location by entering the appropriate building and room number.

For off‑site deliveries, simply enter the complete address where the package should be shipped.

New shipping addresses must be added to WolfMart by the Procurement Department. To request a new address, please email wolfmart_help@stonybrook.edu with the full address details and include a brief justification explaining why shipments need to be sent to this location.

To access an account number in WolfMart, you must be set up in the ERAS system as a WolfMart Requester or Approver. The Account Director or Account Assistant for the account you need access to can add you in E-RAS.

If you are designated as a Shopper, you will not have the ability to enter account information. In this case, you must assign the cart to an authorized Requester or Approver, who will then add the appropriate account number(s) before submitting the requisition.

After completing the form, navigate to the top of the page under Available Actions. From the drop‑down menu, select “Add to Cart and Reset Form.” This will add the current line to your cart and clear the form so you can enter the next line.

Repeat this process for each additional line you need to add. Once all lines have been entered, select “Complete Form and Go to Cart.”

After proceeding through checkout and entering the first account number, scroll to the far right of the page and click the plus (+) icon. This will add a new funding line where you can enter a second account number. Additional splits may be added the same way to include third, fourth, or additional account numbers as needed.

For the split, use the drop‑down menu to select “% of Price” or “% of Quantity.” Ensure that the combined total of all splits equals 100%. Be sure to enter the percentage for each funding line accordingly.

If you do not have access to one of the required account numbers, enter your own account number and assign that line to the appropriate individual within the department who has access to add their account number.

Once all account numbers and percentages have been added, the individual who enters the final split should submit the requisition. After submission, each approver will review and approve their respective portion of the split.

No. Funding splits must remain within the same fund type—State with State, and Research with Research.

Please see "Understanding Commodity Codes" in the "Shopping" tab of the WolfMart "Step By Step" Training section.

Prospective suppliers should visit the Prospective Suppliers page for more information.

To add a new vendor to WolfMart, first confirm that the vendor accepts Purchase Orders. Once confirmed, complete and submit the New Supplier Request Form. Please allow 10–14 business days for your request to be reviewed and processed.

To make updates or changes to an existing WolfMart vendor, email procurement_vendorfile@stonybrook.edu with the relevant details.

Please scroll to the bottom of the email notifying you that your requisition was returned. An explanation will be provided at the end of the message, indicating the reason for the return—such as “validation failed”, "Insufficient Funds" or another issue requiring correction.

Add a Comment to your Purchase Order or Requisition describing the change you are requesting. Be sure to include a member of the Procurement Office as a recipient on the comment to ensure the request is reviewed and processed in a timely manner.

For assistance with WolfMart, visit the “WolfMart” tab on the Procurement FAQs page for answers to common questions. You can also access helpful guides on the “Step‑By‑Step Training” page under WolfMart Training for detailed instructions and support.

For training resources, please refer to the WolfMart Training website, which provides step‑by‑step guidance and instructional materials.

If you need additional help, contact wolfmart_help@stonybrook.edu or call the Procurement Office at (631) 632‑6010.