AvidXchange

AvidXchange is a web-based platform that will allow you to electronically route vendor invoices and monthly bills as well as student reimbursements and awards for approval and submission to SBF for payment processing.

To help you gather the required information and back-up documents that should accompany your Avid payment request, please refer to the SBF Master Checklist for Back-Up Documentation.

A Tax-Exempt Organization Certificate is required when making purchases with Stony Brook Foundation Funds. The Stony Brook Foundation does not reimburse employees for New York State sales tax.

Payments through AvidXchange

Submit payments through AvidXchange 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
- Include a printout of a Google map of your itinerary and complete a State of New York Statement of Automobile Travel Form.
- For mileage reimbursements, please use this link to get the standard IRS mileage rate.
- Awards/Stipends/Fellowships (Summer session only)
Internal Payments to IFR, RF, and BURSAR for:
- Salaries
- Housing
- Research Support
- FSA
- Food/Catering/Space Rental
- Sponsorship
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. For the Stony Brook Foundation to determine the tax status, complete the Student Travel / Conference Questionnaire
- Summer and Winter session only - as students are not eligible for health insurance during either session, the Participant Stipend Formcan be completed.
Student Scholarship payments
- Student Scholarships should NOT BE submitted through Avid.
- Scholarship awards should be e-mailed to Daniella.Steuer@stonybrook.edu, Antonina.Nadrowski@stonybrook.edu and Nicholas.Prewett@stonybrook.edu
- For more information on Student Payments, please refer to SBF Requisitions for Scholarships, Prizes, or Awards Funds
Internet Links
- AvidXchange Live Site and Test Site
- Test Site
User Guides
Forms
- New User Form
- New Vendor Form
Training Materials
- Avid User Video Training

Avid System Support Contacts
		Carla Whittingham Carla.Whittingham@stonybrookfoundation.org (631) 632-9954

Stony Brook Foundation Business Office
(631)-632-6536

TRAINING SUPPORT/Password Resets

Taz Mazumder
Tasnim.mazumder@stonybrookfoundation.org
(631) 632-2447

Adding New Users/ New Vendors

SBF_AVID_User@stonybrookfoundation.org

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