Important Notice for All Existing and Potential Vendors to Stony Brook University
Beware of fraudulent Purchase Orders, Requests for Quotes, and/or credit applications
from individuals impersonating the University or a University official.
About Fraudulent Activities
Better understanding common traits or themes of fraudulent activity may help reduce
risk to your company.
Fake Purchase Orders : Fraudsters can create counterfeit Purchase Orders that mimic Stony Brook University’s
official documentation, using the Stony Brook name and logo. Fraudulent orders can
range from high- to low-value items. These are some common traits to fraudulent Purchase
Orders:
Incorrect Email Domains : The sender may generate a request from an email address or website that is not
connected with the University. The University’s email addresses end in “@stonybrook.edu”.
Hover your mouse over an email address to reveal the true email domain. Fraudulent
email address examples include:
js@stonybrook-edu.org
js.stonybrook@gmail.com
johnsmith@stonybrook.com
johnsmith@stonybrook.org
Incorrect Contact Information : The sender may use a phone number that is not attached to the University. It
is prudent to call the phone numbers listed on the University’s website.
Incorrect Bill-To or Ship-To Addresses : A fraudulent Purchase Order will often request a shipment of product to a non-University
address. Confirm that the Ship-To address on all Purchase Orders are associated with
the University.
Urgent Delivery Requests: Be suspicious of any orders that require you to act immediately. This is common
technique is used to create a false sense of urgency, so recipients have less time
to evaluate the validity of the message.
Fake Credit Applications : The University does not pay for goods using a credit application. Any request for
credit applications should be reported immediately.
Other Indicators :
Instructions to ship products to unfamiliar addresses (an address not associated with
the University).
Phone numbers not associated with the University.
Rushed orders.
Payment instructions different from our standard procedures.
How to Identify Fraudulent Requests
To protect your business and ensure the authenticity of any requests or orders, please
consider the following guidelines:
Verify Contact Information : Check that the email addresses and phone numbers match our official contact details.
Scrutinize Unusual Requests : Be cautious of urgent orders that deviate from our typical purchasing patterns.
Confirm Orders : Always confirm the order details with your regular procurement official at the
University. Use the phone numbers or email addresses you have on file to verify the
authenticity.
Payment Verification : Ensure that payment instructions align with our standard processes. Do not proceed
with new or unusual payment instructions without verification.
What To Do If You Receive a Fraudulent Order
If you receive any email, order, or request that seems suspicious or unusual, please
take the following steps:
Report the Suspicious Activity : Contact a University Procurement Official right away using verified contact information
you already have on file. Do not use the phone numbers or email addresses listed in the suspicious message.
Do Not Process the Order : Do not ship products, provide services, or take any action on a questionable purchase
order until you have confirmed that it is legitimate.
Share the Details : Forward any suspicious emails, attachments, or documents to your University Procurement
Official. This information helps us investigate the issue and take appropriate follow-up
action.
Contact Information
Your vigilance is crucial in preventing these fraudulent activities. The University
cannot prevent this illegal activity. All vendors and partners need to strictly follow
their own internal business processes to protect themselves. We value our partnership
and appreciate your attention to this important matter. While the University cannot
prevent this illegal activity, we can work together to ensure the integrity and security
of our transactions.
