Step-By-Step Training

About Suppliers

To purchase from a Supplier in WolfMart, the Supplier must be in the system, meaning when you type the Supplier name in the Supplier box, the Supplier name should appear below the box to select. Also, the Supplier must support the funds you use. That is, Suppliers that accept State funds display a blue NYS icon; Research Funds display an orange circle.

Add a Supplier
If a Supplier isn't in Wolfmart or doesn't accept your funds, you can request to add it by filling out a New Supplier Request Form.

Before filling out this form to request a new Supplier, please contact the Supplier to get the required information outlined:

• Confirm that the Suppliers accepts Purchase Orders. If the Supplier does not accept Purchase Orders, please contact the Procurement Office at 631-632-6010.
• For domestic Suppliers, please obtain a completed, recent, signed, and dated Substitute W9 form. If a Substitute W9 cannot be obtained, a regular W9 may be sufficient, but a Substitute W9 is preferred.
• For foreign Suppliers, please obtain a completed, recent, signed, and dated W8BEN (for an individual) or W8BEN-E form.
• For foreign Suppliers, please obtain a completed Foreign Vendor Registration Request form.
• You can find detailed instructions on filling out the New Supplier Request form in our training materials library. **PLEASE NOTE** A valid Stony Brook University account is required to access the library.

While commonly used Suppliers are listed on the WolfMart homepage, users can browse all WolfMart Suppliers.

1. At the top of the WolfMart homepage, look a little to the right of "Browse" and select "Suppliers".
2. Click the plus sign next to "Click to expand Search for Supplier Filter".
3. In the "Supplier" box, type the Supplier name and click "Search".
4. Click on the correct Supplier name to see their information. If the Supplier name does not display, modify your search terms and search again, or fill out the New Supplier Request Form to have the Supplier added to WolfMart.

Radioactive material orders are processed as non-catalog items. With non-catalog items, be sure to add a line item for shipping charges. 

1. Begin the process of a non-catalog order.
2. Under "Product Flags", be sure to check the box for "Radioactive". It is CRITICAL that this step is done.
3. Add a second line item for shipping charges by clicking "Save and Add Another Line" in the lower right.
4. When reviewing your shopping cart, be sure that your Radioactive line item has the Radioactive symbol next to it in the shopping cart, and be sure that you have included a line item for shipping.

Radioactive orders are routed through Grants and EH&S for approval. It is CRUCIAL that you checked the Radioactive box on your Radioactive line item, because this is what ensures the Requisition goes through the appropriate EH&S approvals and protocols.

When ordering through Hosted Catalog Suppliers, you search for the items and add them to your cart directly in WolfMart, without ever leaving the WolfMart site.

1. In the Showcase on the WolfMart home page, click the sticker of the Hosted Catalog Supplier (you'll know it's a Hosted Catalog if a search box pops up when you click the sticker).
2. In the search box that pops up, input the part number or item description and click the magnifying glass icon to search.
3. Your search results will only be items from that Hosted Catalog. Adjust the quantities of your items as needed and click "Add to Cart". Continue to add any other items as necessary.
4. To view your cart, click the shopping cart icon in the upper right of the WolfMart homepage and select "View My Cart".
5. For Hosted Catalog & PunchOut orders, do not add a shipping line item.
6. **PLEASE NOTE** For Hosted Catalog orders, the item information will be populated automatically for you in the cart: the Item Description, the Catalog Number, the Packaging, the Price, and the Commodity Code. You do not have to enter this information yourself manually.
7. Continue with your order as normal (if you are a Shopper, click "Assign Cart"; if you are a Requester or an Approver, click "Proceed to Checkout").

When ordering through PunchOut Suppliers, you'll be redirected to the Supplier's external website to do your shopping, and then when you check out from that website, you'll return to WolfMart to finish the transaction. In WolfMart, the items added at the Supplier's website will be in one WolfMart cart.

It's important to note that a single WolfMart cart cannot mix contract and non-contract items, so, once back in WolfMart, be sure to check that your cart only has one type of item.

1. One the WolfMart home page, look at the Showcase. PunchOut Suppliers will have a square icon with an arrow in the top right corner of the sticker. Alternatively, if you are browsing Suppliers, a target icon indicates a PunchOut Supplier.
2. Click the Supplier's PunchOut sticker to be directed to the Supplier's external website.
3. The message "Redirecting to supplier. Please wait." will appear on the screen, indicating that the system is taking you to the Supplier's external website. If you need to cancel the PunchOut for any reason, select "Cancel PunchOut" in the top right corner of the window.
4. Create your order through the Supplier's website and click "Checkout" or "Submit" (verbiage will differ depending on Supplier websites). **PLEASE NOTE** Submitting the order to the PunchOut website WILL NOT actually submit the order to the Supplier. The order will be submitted to the Supplier when the transaction is completed back in WolfMart.
5. For PunchOut & Hosted Catalog orders, do not add a shipping line item.
6. If you need to move the items in your cart for any reason, avoid moving PunchOut items from your active cart because this can lead to your order displaying an error.
7. **PLEASE NOTE** For PunchOut orders, the item information will be populated automatically for you in the cart: the Item Description, the Catalog Number, the Packaging, the Price, and the Commodity Code. You do not have to enter this information yourself manually.
8. Continue with your order as normal (if you are a Shopper, click "Assign Cart"; if you are a Requester or an Approver, click "Proceed to Checkout").

Users are not limited to using only the Suppliers in the Showcase on the WolfMart homepage. WolfMart has many Suppliers. If you need to place an order with a Supplier that is not in the Showcase, you would use a non-catalog order. A non-catalog order is a freeform order; the ONLY information about the line items that will appear is information that you enter manually.

1. On the WolfMart homepage, locate "Go to:", then look slightly to the right and select "Non-Catalog Item"; this will open the Non-Catalog order form.
   
   
2. In the box "Add Non-Catalog Item" that pops up, enter the Supplier name in the search box that says "Select Supplier". Usually, when you start entering a Supplier name, it will populate in blue underneath the box and you can click it to select it.
3. Be sure the selected supplier supports your intended funds: State funds Suppliers display a blue NYS icon; Research funds Suppliers display an orange circle. 
4. Complete the fields as follows:
   1. "Product Description": Enter product name or description.
   2. "Catalog No.": Enter the item Catalog number or SKU.
   3. "Quantity": Enter the desired quantity.
   4. "Price Estimate": Enter price estimate.
   5. "Packaging": Enter Unit of Measure (EA-Each, PK-Pack, etc.).
   6. "Additional Details": Check off any relevant criteria (e.g., Recycled, Radioactive, Toxin, etc.). This is especially important for orders of Radioactive material.
5. To add additional line items, click "Save and Add Another Line"; this will save the information as a line item and then clear the fields to allow you to enter information for the next line item.
6. Make sure to add a Shipping line after you've entered all other line items. For Shipping, you would complete the information as follows:
   1. "Product Description": Enter "Estimated Shipping".
   2. "Quantity": Enter "1".
   3. "Price Estimate": Enter estimated shipping cost.
   4. "Packaging": Select "USD - US Dollar". Shipping lines should ALWAYS be "USD" for "Packaging".
7. Click "Save" when you've finished adding all items and the Shipping line.
8. Click the shopping cart icon in the upper right and select "View My Cart".
9. Once you are in the cart, you will need to add the Commodity Codes for your line items. To add a Commodity Code, click the magnifying glass, enter a description in "Description contains..." and click "Filter". To select a Commodity Code, click the plus sign next to it.
10. For the Commodity Code for the Shipping line, click the magnifying glass to search, type "Shipping & Postage" in the "Description contains..." box, click "Filter", and click the blue plus sign to the right of code 78121603-7901100-556030. This is the code used for ALL shipping charges EXCEPT postage stamps.
11. Continue with your order as normal (if you are a Shopper, click "Assign Cart"; if you are a Requester or an Approver, click "Proceed to Checkout").

You can search for products using the "Shop Search", if you want to search results but not necessarily from a specific Supplier. Shop Search is near the top of the page. Simply type in the product into the search bar and click the magnifying glass.

Simple Search

1. To use "Simple Search", make sure the tab "Simple" is selected, then type in the product and click the magnifying glass to search.

Advanced Search

1. To use "Advanced Search", select the "Advanced" tab next to the "Simple" tab.
2. Use the drop down menu to select a category if you want to narrow the search, or you can leave the category as "Everything".
3. Enter your search terms ("Supplier", "Part Number (SKU)", "Manufacturer Name", etc.). 
4. You can filter the results by Supplier, Category, Manufacturer, etc. Click the checkbox next to your desired filter(s).

Commodity Codes are individual codes on each line item of a Requisition, indicating what the item is. When ordering Non-Catalog items or using Forms, you will need to input a Commodity Code for each item. While Hosted Catalog and PunchOut orders automatically input these codes for you, for all other orders, you will need to enter the Commodity Code yourself. The Procurement Office provides a Commodity Code Cheat Sheet (a list of commonly used Commodity Codes) to assist you in determining which code to use.

1. To enter a Commodity Code for a line item, go to the appropriate section (on Non-Catalog orders, this will be in your Active Cart. On Forms, there will be a "Commodity Code" field on the form.).
2. Click the magnifying glass to open the search menu.
3. Commodity Codes are composed of three sets of digits, separated by hyphens, plus a description. If you know the first set of digits of the code, you can enter it in "Code starts with..." to search. Otherwise, you can search in the "Description contains..." box using keywords.
4. Once you find the correct Commodity Code, select it by clicking the plus sign next to it on the right.

**PLEASE NOTE** You will not always find a Commodity Code that is an exact match to your line item. When searching for a code, try broadening your search if necessary, or using fewer keywords in your search terms. The Commodity Code Cheat Sheet is also helpful!

Buyer Commodity is a code for the overall category of the order. It is used to ensure that the Requisition is routed to the correct Buyer in the Procurement Office. The Procurement Office provides a Buyer Commodity Cheat Sheet to assist you in determining which code to use.

1. To add a Buyer Commodity to a Requisition, go to the "Purchasing Information" section on the Requisition and click the pencil to edit.
2. Under "Buyer Commodity" click the magnifying glass.
3. In the "Description" box, enter keywords for your search terms and click "Filter".
4. Once you find the correct Buyer Commodity, click the plus sign next to it on the right.
5. Once you have selected a Buyer Commodity, the "Buyer Name", "Buyer Email Address", and "Buyer Phone Number" fields will automatically populate.
6. Click "Save".

**PLEASE NOTE** You will not always find a Buyer Commodity that is an exact match to what you are ordering. When searching for a Buyer Commodity, try broadening your search if necessary, or using fewer keywords in your search terms. The Buyer Commodity Cheat Sheet is also helpful!

Once a Shopping Cart is complete, the next step is to Check Out. Users with only the Shopper role must Assign the Cart. Requesters and Approvers can click "Proceed to Checkout".

When checking out, you will see several sections grouped under “Draft” at the top of the page. Each blue-linked item listed beneath “Draft” represents a specific step that must be completed. All blue-linked sections must be addressed before the Requisition can be submitted. Click a blue link to open the section and correct the issue.

Be sure to review these areas carefully when checking out:

1. "Ship To": Should be "Central Receiving", unless you have a specific off-site address in WolfMart that is used.
2. "Deliver To": Should be your Building and Room on campus where your items will be delivered.
3. "Accounting Codes": This is where you enter the Account number for the Requisition (limited to Requesters and Approvers only).
4. "Notes and Attachments": Ensure any needed notes are listed, and any relevant attachments are attached.
5. Final Review" Be sure to proofread your Requisition carefully before submitting.

Your Requisition will need "Ship To" and "Deliver To" information. If you did not set this up as default in your WolfMart profile, you will need to manually enter it into every Requisiton.

Ship To Address
All orders (except off-site deliveries) are first sent to Central Receiving. Desktop orders are then delivered to your building. For this reason, Central Receiving should be used as the Ship To address for all non–off-site orders.

1. On the Requisition, to the right of "Shipping", click the pencil icon to edit.
2. In the search box that says "Search additional", enter the name of the location (i.e. "Central Receiving"; click the magnifying glass to search.
3. Click the correct address when it populates underneath the search box in blue. Central Receiving should have "100 Nicolls Road" in the address. Ensure the radio button next to the address is selected after you click the address.
4. Click "Save".

Deliver To Address
Your "Deliver To" address is the individual building and room on campus where your items will get delivered after they get shipped to Central Receiving.

1. On the Requisition, to the right of "Shipping", click the pencil icon to edit.
2. Under "Deliver To", in the "Building" search box, enter the Building name. It will appear in blue underneath; click it to select it.
3. In the "Room" search box, enter the room number. Click the room number to select it when it appears underneath in blue.
4. Click "Save".

"Accounting Codes" is the section where users enter the Account information for the order. There are two types of accounts: State (S) and Research (RF).

Accessing Accounting Codes at Check Out

1. On the Requisition, scoll down to the "Accounting Codes" section.
2. To edit, click the pencil on the far right in the section.
3. Follow steps below for State or Research funds

State Funds

1. Under "Account Source", click the arrow to bring up the drop down menu and select "S - State".
2. Make sure the fiscal year is correct (for most orders, it will be the current fiscal year). If the fiscal year is not correct, click the arrow to bring up the drop down menu and select the correct fiscal year.
3. In the "Account - SUNY" field, click the drop down menu and select the correct account number.
4. Splitting State Funds
   1. If you need to split the funding with another State account (you cannot split funds between State and Research accounts), click the plus sign at the bottom right corner of the Accounting Codes (the actual section, NOT near the "Save" button).
   2. Enter the second State account number. Continue to add other State accounts as necessary.
   3. Scroll all the way to the right, and select "% of Price" for percentage of price, or "% of Qty" for percentage of quantity).
   4. Enter the percentages for each account; make sure it totals to 100%.
   5. Click "Save".
5. Click "Save".

**PLEASE NOTE** Any order using State funds that is over $2,500.00 requires a justification of price reasonableness. This can be in the form of multiple quotes from other Suppliers, a published price list from the Supplier from whom you are ordering, etc.

Research Funds

1. Under "Account Source", click the arrow to bring up the drop down menu and select "R - Research".
2. Under "Project - RF" click the drop down menu and select the Project number.
3. Under "Task - RF" click the drop down menu and select the Task, if applicable.
4. Under "Exp Major - RF" click the drop down menu and select the Expenditure Major.
5. Under "Exp Minor - RF" click the drop down menu and select the Expenditure Minor.The options you will have for "Expenditure Minor" will vary depending on what you choose for "Expenditure Major".
6. Splitting Research Funds
   1. If you need to split the funding with another Research account (you cannot split funds between State and Research accounts), click the plus sign at the bottom right corner of the Accounting Codes (the actual section, NOT near the "Save" button).
   2. Enter the second Research account number. Continue to add other Research accounts as necessary.
   3. Scroll all the way to the right, and select "% of Price" for percentage of price, or "% of Qty" for percentage of quantity).
   4. Enter the percentages for each account; make sure it totals to 100%.
   5. Click "Save".
7. Click "Save".

Internal and External Notes and Attachments can be added to Requisitions during checkout. 

Internal Notes and Attachments 

1. Will only be distributed internally to Stony Brook, not to the Supplier.
2. To add Internal Notes, click the pencil icon next to "Internal Notes and Attachments" on the Requisition.
3. Enter your note in the text box and click "Update". Your note will appear next to "Internal Notes".
4. To add Internal Attachments, click "Add" next to "Internal Attachments".
5. Click "Browse", select your file, and click "Open". You can also drag and drop the file.
6. Click "Save Changes".

External Notes and Attachments

1. Will be distributed to the Supplier with the PO.
2. To add External Notes, click the pencil icon next to "External Notes and Attachments".
3. Enter your note in the "Note to all Suppliers" text box and click "Update".
4. Your note will appear next to "Note to all Suppliers".
5. To add External Attachments, click "Add" next to "Attachments for all suppliers".
6. Click "Browse", select your file, and click "Open". You can also drag and drop the file.
7. Click "Save Changes".

When checking out, you will notice a column on the right titled "Draft". Here, it will list (in blue text) what you need to input in order to place your order.

1. To fix these issues, simply click on each item, which is a link. Issues could be things like needing to enter a Buyer Commodity, missing Accounting Codes, missing Delivery Address, etc.
2. When there are no further issues displayed, the Requisition is ready. In the upper right, click "Assign Cart" (if you are a Shopper) or "Place Order" (if you are a Requester or Approver).
3. After submitting the requisition, you'll see a confirmation message including summary information. To view the Requisition, click the Requisition number.

You can view the full history of a Purchase Requisition (PR), including who created it, who approved it, and any changes made, either by using the "Orders" tab, or by running a Search.

Searching for a Requisition

1. In the Quick Search at the top right of the page (next to the dollar amount of your active cart), select "Requisitions" from the dropdown menu.
2. Enter any search criteria (such as PR Number, Supplier Name, Product Information, and/or Dates), then click the magnifying glass icon.

Alternatively, you can:

1. On the left side of the WolfMart homepage, hover your mouse over the "Orders" tab, indicated by a document and clock icon.
2. Hover over "Search" and then select "Requisitions".
3. Enter your search terms in the search bar. Some examples include PR Number, Supplier, etc.
4. Click the magnifying glass icon or hit "Enter" on your keyboard.
5. You can narrow your search by adding filters using the "Add Filter" feature. Some example filters include Supplier, Requisition Status, Buyer Commodity, etc.

To search for your own Requisitions:

1. Hover your mouse over the "Orders" tab on the left side of the WolfMart homepage. 
2. Hover over "My Orders" and select "My Requisitions".

No matter how you search, the list of results will be Requisition numbers. You can look at the Requisition by clicking on the Requisition number to open it.

1. In the column on the right, you will see the Requisition status. Example statuses can be Pending, Complete, Withdrawn, etc.
2. Also in the column you will see "What's Next?" This shows you where the Requisition is in the workflow, and what step needs to happen next for it to continue workflow.

History
You can view the History on a Requisition, including who created it, who approved it (and when), and any changes were made along with who made them.

1. On the Requisition, click the "History" tab.
2. The history is displayed in reverse chronological order, with the most recent action shown first and the oldest action last.

Approvals in WolfMart allow Approvers to review Purchase Requisitions (PRs) and take action, including approving, making changes, returning them to the requisitioner, or rejecting them.

Accessing Approvals

1. To access Requisitions that are pending approval, you can click the flag icon (Action Items) in the upper right corner of the WolfMart homepage. Here you will see all approvals that you have access to.

Alternatively, you can:

1. Hover your mouse over the "Orders" tab on the left side of the WolfMart homepage.
2. Hover over "Approvals" and select "Requisitions to Approve".
3. This will bring up a list of the Approval folders you have access to. Clicking the arrow on the left side of the folder title will show a list of Requisitions to approve.

Approving Requisitions

1. Access the Requisition to approve using any of the methods mentioned previously.
2. Click the red button in the upper right corner "Assign & Further Actions". This will assign the Requisition to you, giving you possession of it.
3. Alternatively, if you just want to approve it right away, click the arrow that's also on the red button, this will bring up a drop down menu. Select "Approve". If you have multiple Requisitions to approve, you can select "Approve & Next" instead of "Approve".

In addition to Approving Requisitions, you can also edit Requisitions, Return them to the requisitioner, or Reject them.

1. On the Requisition, click the red button "Assign & Further Actions" in the top right corner. This will assign the Requisition to you, giving you possession of it.
2. Return the Requisition: To return the Requisition to the requisitioner, click the red arrow next to "Approve/Complete & Show Next", and select "Return to Requisitioner" from the drop down menu. This does not terminate the Requisition, but rather sends it back to the requisitioner.
3. Edit the Requisition: Since the Requisition is assigned to you, you can make edits to it. Click the pencil icon of any section you would like to change.
4. Reject the Requisition: To reject the Requisition, click the red arrow next to "Approve/Complete & Show Next", and select "Reject Requisition" from the drop down menu. **PLEASE NOTE** Rejecting a Requisition will terminate the Requisition. Once terminated, the Requisition cannot be modified, edited, or reinstated. Be very careful if you choose to Reject a Requisition.

You can search for Purchase Orders using the same methods that you used to search for Purchase Requisitions.

1. In the Quick Search at the top right of the page (next to the dollar amount of your active cart), select "Purchase Orders" from the dropdown menu.
2. Enter any search criteria (such as PO Number, Supplier Name, Product Information, and/or Dates), then click the magnifying glass icon.

Alternatively, you can:

1. On the left side of the WolfMart homepage, hover your mouse over the "Orders" tab, indicated by a document and clock icon.
2. Hover over "Search" and then select "Purchase Orders".
3. Enter your search terms in the search bar. Some examples include PO Number, Supplier, etc.
4. Click the magnifying glass icon or hit "Enter" on your keyboard.
5. You can narrow your search by adding filters using the "Add Filter" feature. Some example filters include Supplier, PO Status, Buyer Commodity, etc.

To search for your own Purchase Orders:

1. Hover your mouse over the "Orders" tab on the left side of the WolfMart homepage. 
2. Hover over "My Orders" and select "My Purchase Orders".

No matter how you search, the list of results will be Purchase Order numbers. You can look at the Purchase Order by clicking on the PO number to open it.

Communication with Procurement on Purchase Requisitions, Purchase Orders, and Vouchers is done through Comments. When Procurement sends Comments, you will receive an email notification with a link that allows you to access the Comments in WolfMart.

Accessing Comments

From Email:

1. Your notification email will provide a link to access the Comments on the PO. Click the link provided in the email. You will be taken directly to the appropriate "Comments" section in WolfMart.

From WolfMart:

1. Find your desired Purchase Order using the previously mentioned methods.
2. Click the "Comments" tab. This will take you to the "Comments" section of the PO.

Adding Comments
You can add Comments in the "Comments" tab on the PO. Make sure that you have designated recipients for your Comments.

1. Find your desired Purchase Order using the previously mentioned methods and click the "Comments" tab.
2. In the upper right, you can choose from the "Show Comments For" drop down menu to view Comments that were put only on the Requisition, Purchase Order, Voucher, etc. To view all Comments related to the PO, select "All" from the drop down menu.
3. To add a Comment, click the plus sign next to the "Show Comments For" drop down menu.
4. Next to "Email Notification(s)", click "Add Recipient".
5. Enter the desired recipient's last name and first name, and click "Search".
6. Find the correct individual from the search results and click the plus sign to the far right of their name.
7. Repeat steps 4-6 for any additional recipients.
8. Type your Comment in the text box.
9. To add a file attachment to the Comment, click "Choose File" in the lower right, select your file and click "Open". Enter a File Name in the text box "File Name".
10. Click the check mark to finalize the Comment.

You can find Purchase Order payment information in the "Vouchers" tab on the Purchase Order.

1. Find your desired Purchase Order using the previously mentioned methods.
2. Click the "Vouchers" tab.
3. You will see a list of Vouchers.
4. Next to each voucher number, you’ll find additional details. In the "Payment Status" column, review the voucher’s status: "Paid" indicates the purchase order (PO) has been paid, while "Payable" means the PO has not yet been paid.
5. For more information about an individual Voucher, click the Voucher number in blue text.
6. In the "Summary" tab, you can find the following information:
   1. Notes: May indicate whether the purchase order (PO) is approved for payment (for example, confirming that goods were received). Notes can also show whether full payment has been received.
   2. Payment Status: Displays the current payment status of the PO.
   3. Payment Status Information: Provides details on when and how the PO was paid. Please note that checks may take 7–10 days to reach the vendor.
   4. If the field shows "No Value" or "Unknown", the PO has not yet been paid.

For many orders delivered to Central Receiving, you can check delivery details in the "Receivers" tab. Please note that receipt information is not available for Services, Blanket Orders, Software, or desktop-delivery items.

1. Find your desired Purchase Order using the previously mentioned methods.
2. Click the "Receivers" tab.
3. This section displays the date the item was received, along with the name of the person who received it.
4. Click on the Receiver Number to see more detailed information about the delivery, including exact delivery time.

In addition to standard Purchase Orders, users may submit forms under "Special Requests". These forms are intended for unique situations that are not addressed by standard Requisitions or Purchase Orders. The "Special Requests" section can be found on the WolfMart homepage at the bottom right-hand side. The forms that are currently available in WolfMart are:

• Blanket Order Request
• Federal Express Payments
• Non-Encumbered Payments
• RF Tuition Payments
• Service Requests
• Supplier Requests
• Virtual Stockroom Orders

All forms will have instructions or guidelines to assist you in filling them out.

Blanket Order Request Forms are used to purchase items over a defined period of time when pricing or quantities are established through a contract or prior agreement.

Blanket Orders must meet the following criteria:

• Requests must cover a defined period and may not be used for one-time purchases
• Each request must be submitted for a single vendor that is not already available as a WolfMart Hosted or Punchout vendor
• All requests must include supporting documentation, such as quotes and/or written justification

State-Funded Blanket Orders

• Should be estimated to cover the entire fiscal year
• Should be submitted separately for each vendor
• Requests exceeding $2,500 must comply with applicable SUNY Procurement procedures
• Automatically terminate on June 30 of each year

Research Foundation–Funded Blanket Orders

• Should be submitted separately for each vendor
• Must follow applicable Research Foundation Procurement procedures
• Requests of $10,000 or more require a written justification submitted to Procurement
• Order end dates must be on or before the end date of the associated award
• Automatically terminate once the estimated encumbrance is fully expended; a new request must be submitted if additional funds are needed

To fill out the Blanket Order Request form, click the "Blanket Order Request" sticker under "Special Requests" on the WolfMart homepage and follow the instructions on the form.

This form is used to submit payments to Federal Express for package deliveries. All payment requests must include a copy of the invoice from Federal Express. **PLEASE NOTE** The form has been preset with the Remit-To information needed by Procurement. When checking out this order in WolfMart, please enter "Overnight Shipping" as the Buyer Commodity. Research orders should use "PPP" for the "Exp Major-RF" field and "Postage" for the "Exp Minor-RF" field.

To fill out the Federal Express Payment form, click the "Federal Express Payment" sticker under "Special Requests" on the WolfMart homepage and follow the instructions on the form.

The Non-Encumbered Payment form is used to directly pay Suppliers in WolfMart when there is an invoice to pay. It is not to be used for payments to individuals, employee reimbursements, or foreign Suppliers. Only one (1) invoice per Non-Encumbered Payment Form is permitted. Please attach your supporting invoice or documentation to this form. This form may NOT be used for any IT-related procurements for software, databases, and/or cloud-based/on-premises applications. These types of IT-related procurements will require a Service Request to be completed with the appropriate documentation attached.

All payment submissions must comply with the Office of State Comptroller (OSC), Research Foundation (RF), State, and University policies and procedures.

To fill out the Non-Encumbered Payment form, click the "Non-Encumbered Payment" sticker under "Special Requests" on the WolfMart homepage and follow the instructions on the form.

This form can be used to request payment for student tuition and fees. It will result in a payment from the designated account to Stony Brook University, which will be applied to the students accounts. Note: This form may only be used when making payments from Research Foundation accounts.

After submitting this form, you will need to check out the order. When you check out, you will need to enter additional information. Please use the following values:

• Buyer Commodity = Student Tuition Support - STB
• Exp Major - RF = TUI
• Exp Minor - RF = SUNY Tuition and Fees

To fill out the RF Tuition Payment form, click the "RF Tuition Payment" sticker under "Special Requests" on the WolfMart homepage and follow the instructions on the form.

This form is used to initiate a Service Request. Some examples of service that would require a Service Request form are repairs, maintenance agreements, printing, software agreements, Restaurants (where a PO is required), and anything involving labor. After submitting, the form will be routed to Procurement for processing.

**PLEASE NOTE** The following applies to services involving digital interfaces, software, or technology platforms.

To ensure accessibility and cybersecurity compliance, if the service being procured involves any digital interfaces, software, or technology platforms, you MUST submit an Accessibility and Cyber Risk Review (link will open new window) BEFORE your submission of this Service Request form to our Procurement team.

If you have completed an Accessibility and Cyber Risk Review less than 2 years ago, please upload to the Service Request Form, from the previous request, both Accessibility and InfoSec's review and recommendations.

To fill out the Service Request form, click the "Service Request" sticker under "Special Requests" on the WolfMart homepage and follow the instructions on the form.

The Supplier Request form is used to request to have a new Supplier added to WolfMart. For further details and information see "Adding a Supplier to WolfMart Browsing" under the "Shopping" tab.

The Virtual Stockroom Order form is used to place virtual stockroom orders for Dry Ice, Undenatured Alcohol and HPLC Water, which are ordered in bulk by Central Services for campus use. To place an order, please select the items and quantities requested and submit the cart. The completed order will route to Central Services. Central Services will deliver the items and quantities requested and process an expenditure transfer to the accounts identified for the expense. Please note: When submitting this cart, please use Buyer Commodity - "Laboratory & Research Consumables (Pipettes, Glassware, Vials).


Central Services Hours of Operations for pickup is Monday-Friday, 8:00 AM until 3:30 PM. Please note that the cut-off time for placing a Dry Ice order is 2:00pm on Fridays to allow Central Services to deliver on the following Tuesday.

To fill out the Virtual Stockroom Order form, click the "Virtual Stockroom Order" sticker under "Special Requests" on the WolfMart homepage and follow the instructions on the form.