Contracts & Purchasing

• What is a purchase requisition?

  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 360. This system provides easy access to our preferred suppliers and contract pricing. 

  Procurement offers Wolfmart virtual training every 2nd and 4th Thursday from 10:00 a.m. - 12:00 p.m. You can register by filling out this form.

• Did you receive my requisition?

  To check on whether or not your requisition is with our office, log onto WolfMart with the requisition number and click the "PR Approvals" tab 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.

• Can you give me the PO number for my requisition that I submitted?
  To check on whether your requisition has been processed into a purchase order, log onto WolfMart with the requisition number and click the "History" tab. This will indicate whether a PO has been created. 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.
• What is the purpose of a purchase order?
  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.
• Is a Purchase Order always required?

  No, the following do not require a Purchase Order, however, they do require a Non-Encumbered Form within Wolfmart:

  EXCEPTIONS:

  • 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 require a purchase order.
  • Federal, State or Local Government Payments (Can be used for Research and State funds).
  • Memberships/Conference Fees up to $50,000.00 (Can be used for Research and State funds).
  • Postage (Including UPS and FedEx) (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. 

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

• Can I place my own order for equipment/services?

  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.

• How would I know if a purchase is considered an emergency?

  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 that required me to place an order without going through the Procurement Office, how shall I proceed?

  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 Frank Bowden, Director of Strategic Procurement at (631) 632-9110.

• I have an urgent order for goods/services. How do I get this done ASAP?

  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 of Administrative Services Category, (631) 632-9849

  •  Lynn Meyer, Assistant Director of Laboratory, Office Supplies, and General Supplies Category, (631) 632-6019
  •  Linda Santos, Assistant Director of Information Technology Category, (631) 632-6068

  • TBD, Assistant Director of Facilities and MRO Category, (631) 632-XXXX

  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.

• Who is the Buyer handling my order?
  Please have your requisition or purchase order number available and log onto WolfMart. The requisition and the PO will show the name of the Buyer.
• Can you tell me when my order will be delivered?
  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.
• How do I cancel an existing purchase order?
  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.
• How do I increase/decrease the available funding on one of my current blanket purchase orders?
  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 and the amount.
• I currently have an existing, current-year purchase order for XYZ Company. I need to add another item to this order. How do I go about having this done?
  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. The department, as well as the vendor, will receive a copy of the Change Order advising of the addition for the new item.
• Am I authorized to sign a contract/agreement so that a supplier will ship my goods and/or provide the service that I need?

  Campus departments are not authorized to enter into agreements with prospective suppliers by signing formal or informal supplier contracts. The Office of the President and the Procurement Office are the only authorized administrative offices that can enter the University into contractual agreements with prospective suppliers. If you or your department plan to enter into a contractual agreement with a prospective supplier, please have the appropriate department representative(s) review the contract for verification of technical terms and conditions and then upload the contract to a Service Request form in Wolfmart. These will be routed to the appropriate contract officer for review and final approval. Please note the Procurement Office does not review unfunded agreements.

  Individuals who enter into an agreement with a supplier to start providing goods or services on behalf of the University or whom intend to bind the University to financial commitments without prior authorization from the Procurement Office are in violation of State law and University policy. Individuals may be subject to the imposition of discipline and may be held personally liable for any indebtedness that is ultimately held to be owed to the contractor/supplier.

• How do I go about getting an event catered?
  Please review the University’s Catering Guidelines and Procedures (State and Research) here.
• Is it appropriate to purchase food/request a reimbursement for food for a departmental staff meeting and/or working lunch?
  The Procurement Office will not issue food payments or reimbursements for staff meetings and working lunches. Please review the University’s Catering Guidelines and Procedures (State and Research) here.
• Do I have to create Purchase Orders if I need to place a catering order with CULINART?
  As of July 5, 2022, Campus departments that purchase from CulinArt using STATE FUNDS are no longer required to submit a Wolfmart Non-Catalog Form. This is ONLY for State funded CulinArt orders. PO’s are still required in Wolfmart for CulinArt purchases using RF Funds. Yes. You need to create a requisition in WolfMart using the Non-Catalog form in order to obtain a purchase order. Please Note: The CULINART order is only a quotation. Please review the University’s Catering Guidelines and Procedures (State and Research) here for additional information.
• What is the price for items from W.B. Mason?
  W.B. Mason’s pricing, like all Showcase Catalogs, can be found on Wolfmart. Please go to the W.B. Mason punchout catalog on Wolfmart for specific pricing.
• When Should I use a Service Request Form?

  A Service Request form is used to initiate a Service Request, examples of which are repairs, maintenance agreements, printing, software agreements and anything involving labor. After submitting, the form will be routed to Procurement for processing. All Service Requests will require end users to enter a Cost Receipt to confirm that services have been rendered.

  This information can also be found on the WolfMart Shopping homepage. Go to the bottom of the page under Service Requests, click on the Service Request Form and locate instructions on the left side of the page.

• What should I do with invoices?
  All invoices should be sent directly to accountspayable@stonybrook.edu; a Purchase Order number must be identified on the invoice. If material is shipped to the department, or picked up by the department, please notify Central Receiving, and make a comment within Wolfmart to the appropriate PO your formal approval to pay to Accounts Payable.
• Where do I go with a travel request?
  Concur is Stony Brook's web-based travel expense reimbursement platform that manages travel requests and expenses associated with both State and RF funded travel.  This system will allow University and Medicine Faculty and Staff to automate and expedite the travel reimbursement process. Concur offers an easier and more transparent travel request process, has mobile on-the-go features, and systematically supports travel and expense policy compliance. Please go here for any additional travel and/or expenses clarification.
• How do I find what Purchase Order number was assigned to my paper purchase requisition (not on Wolfmart)?
  Call the Procurement Office at (631) 632-6050 or (631) 632-2117.
• I am filling out a requisition and I can not find a vendor on the State vendor list. How can I add the vendor to the State vendor list?

  Please email procurement_vendorfile@stonybrook.edu and include the following information:

  • W9
  • Vendor name
  • Remit To Address
  • Phone 
  • Email address
  • Contact name
  • Please advise if you are using State or Research funds
• I need to be added to an account as a signatory, what do I do?

  Please see the Electronic Record of Authorized Signatures (E-RAS) FAQ's, via their webpage (click HERE)

Related Links

• http://www.suny.edu/sunypp/documents.cfm?doc_id=428
• http://www.ogs.state.ny.us/procurecounc/pdfdoc/guidelines.pdf
• https://www.osc.state.ny.us/
• https://www.rfsuny.org/media/rfsuny/policies/procurement_policy_pol.pdf

Important Telephone Numbers
Purchasing/Accounts Payable-Main Phone: (631)632-6010

Procurement/WolfMart Help: (631)632-4573

Procurement Systems

• How does a supplier get on the vendor list?
  Suppliers interested in doing business with Stony Brook University click here for more information
• I am having a problem with WolfMart.

  For assistance with WolfMart Click here for FAQs.

  Click on WolfMart training website, for WolfMart training information.

  You may also email us at wolfmart_help@stonybrook.edu, or call the Help Desk at (631) 632-4573.

• I am having a problem with Concur.

  You can find information on training, FAQ's and more about Concur at Travel and Card Programs website.

Central Receiving

• Can merchandise be shipped to an address other than that of the University?

  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 respective University receiving address. Under no circumstance are deliveries to be made to an address other than an official, University-related receiving address (i.e. Central Receiving, SBUH Receiving, LISVH Receiving, Brookhaven National Lab, VA Medical Center, Cold Spring Harbor Lab, etc). 

  However, during a deemed New York State emergency (e.g. COVID-19), senior leadership will provide instructions and communicate any changes to this directive to the entire University community.

• I have called Receiving and my item isn't in yet, but it should have been here already. How do I proceed?
  You need to speak with the appropriate Buyer. Please have your requisition or purchase order available and log onto WolfMart. The requisition and the PO will show the name of the Buyer. The Buyer will contact the supplier for delivery status.
• I didn't receive all of the items on my order. What should I do?
  You need to speak with the appropriate Buyer. Please have your requisition or purchase order available and log onto WolfMart. The requisition and the PO will show the name of the Buyer.
• How do I arrange for the return of unwanted/damaged merchandise?

  Contact the Procurement Office to:

  Stop payment of an invoice for goods that have already been received. Contact Alfred DiVenuto, Assistant Director of State Accounts Payable, (631) 632-9838, or William Lacasica, Manager of Research Accounts Payable, (631) 632-6001. Make arrangements with the Buyer for the return of merchandise and obtain a Return Authorization Number from the supplier. Complete a Return/Shipment Request and it should be mailed (Z-6500) or faxed (2-8332) to Central Receiving. A Central Receiving staff member will schedule pick up from the requesting department and return the item to Central Receiving for outgoing shipment processing. Contact Central Receiving at (631) 632-6307 or (631) 632-6290.
• I received an incorrect item on my order. How do I return it?
  You need to speak with the appropriate Buyer. Please have your requisition or purchase order available and log onto WolfMart. The requisition and the Purchase Order will show the name of the Buyer. You should also call Accounts Payable at (631) 632-6001 to stop payment on the incorrect item.
• What is needed to place my Research order that is over $50,000?

  Please review the pre-established policies of the Research Foundation which can be found on the Procurement Office’s website by clicking here.

• I ran out of forms. Where can I get more?

  State, Research Foundation, and Stony Brook Foundation Requisitions are now all on the same form which can be downloaded from the  Procurement Forms and Publications website. Please indicate the correct funding source on the form.

Accounts Payables

• Who do I contact to inquire about payment status on an invoice?

  Please contact the Research  AP Staff member  listed in the Accounts Payable contact section on the Procurement website that handles the vendor you have a question about. 

• Where do I send an invoice that was received in my department?

  Departments should advise vendors to refrain from submitting invoices directly to their offices. If a department receives an invoice from a vendor, they must review the invoice and:

  • If accurate, approve the invoice for payment by including the following on the invoice:
    • • • Valid PO number or Contract # (if not already referenced on the invoice)
        • The date item was received, or the service was completed.
        • Write “OK to Pay” on the invoice with the approver’s signature.
        • PO Invoice: Scan and email to: accountspayable@stonybrook.edu
        • Contract Invoice: Scan and email it to: contractpayable@stonybrook.edu 
• When are invoices processed for payment?

  Invoices are processed for payment once the PO, invoice, and receiver all match.

• How do I dispute an invoice for payment?

  The department should immediately notify the purchasing buyer listed on the PO and the appropriate RF AP Staff member  by providing a comment in Wolfmart. The RF AP staff  member and/or the Purchasing Buyer will assist the department in resolving the discrepancy with the vendor. Once the issue is resolved add another comment advising the Accounts Payable representative of your payment approval and the date the issue was resolved. 

  **IMPORTANT** Please make sure that you add your comment to the voucher associated with the invoice that you're approving or disapproving for payment.

• A vendor called my department to advise us that they have never been paid for an outstanding invoice. What should I do to get the invoice paid?

  Contact the Procurement Office and provide both the purchase order number and invoice number so that we can research our files to see if a payment has or has not been issued.

  • Service Contracts, Saj Anthony at (631) 632-6013
  • Long Island State Veterans Home, Alba Beltran at (631) 632-6005
  • State Payables (West Campus/HSC) Palma Garrison (631) 632-1417
  • RF Payables, Jaya Patil (631) 632-9137
• What is the timeframe for a vendor to receive payment from the State?

  A vendor that is enrolled to receive ACH/electronic payments from the State can expect to receive a payment within 3 to 5 business days after the invoice is entered into the payment system and approved by the Office of the State Comptroller (OSC). A paper check can be expected to be received within 5 to 7 business days after the payment is entered into the system and approved by OSC.

• What are the payment options available for Research Foundation vendors?
  • Checks

  • Key Bank ACH payments:  Employees who want direct deposit of their employee reimbursements and domestically located suppliers that want to receive electronic payments. Payees will receive an electronic remittance advice. To register for Key Bank ACH/electronic payments click on the following link ACH Payment Enrollment
  •  Bank of America (BOA) ACH payments:  Payments to vendors via Paymode-X replaces paper checks by electronically depositing payments directly into a designated bank account via ACH (Automated Clearing House). A remittance detail is provided via email advising amount, date of payment, and invoice numbers. Vendors can sign up at this link:  https://paymode.com/rfsuny
  • Wires Transfers:  Payments by wire transfer may be completed to foreign and domestic banking institutions. Wires may be requested in USD and foreign currency. The minimum payment amount for a wire transfer is $100.00. (It is recommended that domestic suppliers sign up for ACH rather than requesting a wire transfer as there is a $25 fee associated with each wire.)
  • Foreign Draft: This payment option is a bank check drawn on a bank outside the USA in a foreign currency. Operating locations will be charged a foreign currency draft fee by RF SUNY Central Finance Office.
• Can I request “Special Handling” of a vendor check?

  For RF checks, contact an RF Payables AP Staff member and provide your department's UPS or Federal Express account number. We will have the check mailed directly to your office address on campus. If your department does not have a UPS or FedEx account, RF SUNY Central Office can charge your Project-Task-Award.

  
  

  For State checks, The NYS Treasury issues and mails checks directly to the payees, checks cannot be special handled. 

• How is an invoice from a foreign vendor in foreign currency paid?

  All RF invoices in foreign currency must be paid by wire transfer. Departments should
  attach the invoice to a WolfMart Non-Encumbered payment form indicating payment
  must be made in foreign currency.

  
  All State invoices are only issued in US Dollars. AP will perform a foreign currency
  conversion to US dollars based on the invoice date.

• How do I arrange for the return of unwanted/damaged merchandise?

  Immediately add a WolfMart comment to the Buyer noted on the purchase order and to the assigned AP Staff member, alerting them that there is an issue with your order. You should also make arrangements with the vendor to obtain a Return Merchandise Authorization (RMA) number and coordinate the merchandise return with Central Receiving.

   

• What if a vendor claims they never received a check for the payment of an invoice? Can a copy of the cashed check be provided to the vendor?

  The campus department or vendor can contact a RF AP Staff member  to request a copy of the reconciled cleared check. If the check was not cashed, a stop payment will be applied to the lost check. A new check will be issued once the vendor confirms the correct mailing address.

• What happens to funds that remain on a State purchase order, within the current fiscal year once they are no longer needed?

  When a purchase order is completed (i.e., all items have been received, services have been rendered or blanket purchase order is no longer utilized) and has been disencumbered, all remaining funds on that purchase order will fall back into the department's respective state account for that current fiscal year.

• How can I assist in closing out RF Purchase Orders that are terming?

  Sponsored Awards: Research Accounts Payable works with the Office of Grants Management to ensure the timely close out of open purchase orders on sponsored awards. We ask that departments respond promptly to requests for approvals to pay outstanding invoices so that we may close out any open encumbrances that will no longer be needed.

  IDC Awards: We ask that departments review their account balances and respond promptly to our requests to pay any open invoices. Departments should contact Purchasing to close out any open purchase orders that are not needed.

  All vendors doing business with New York State (NYS) must be registered in the NYS vendor file and are required to update and add any new information to their vendor record via the NYS Vendor Portal link. If a vendor has any questions or needs

• A vendor wants to know how they should apply a payment that they received from the State of New York. Where should I direct them?

  Vendors should log into the  NYS Vendor Self-Service Portal where they can view payment remittance information and also view past and pending payments from the State.  If the vendor has any further questions please have them contact the Procurement Office-State Payables at (631) 632-1417.

• When does the State's fiscal year start/end? When does SUNY’s fiscal year start/end?

  The New York State fiscal year begins on April 1 and ends on March 31 of each year. The SUNY fiscal year begins on July 1 and ends on June 30 of each year.

• What office do I contact regarding an incorrect charge on my account? Report?

  For voucher payments and Procurement/Travel Card transactions, contact the Procurement Office.

  • State Voucher Payments: Contact Palma Garrison, Accounts Payable Specialist at (631) 632-1417.
  • State Procurement Card Transactions: Contact, Payable Analyst, at (631) 632-9027.
  • State Travel/NET Card Transactions: Contact Joanne DeSantis Credit Card Administrator at (631) 632-4031.
  • RF Voucher Payments: Contact Jaya Patil, Accounts Payable Specialist at (631) 632-9137.
  • RF Credit Card Transactions: Contact Gerardina Paduano, Assistant Director at (631) 632-6017.

  For journal transfers contact the Accounting Office at (631) 632-6040

• I received a comment in WolfMart requesting my payment approval of a vendor's invoice. What should I do?

  Carefully review your order and the invoice to ensure all items/services were properly received and billed. 

  If the order is correct, add a comment directed to an AP staff member.  Please refer to the Accounts Payable contact section on the Procurement website to determine the appropriate AP staff member. In the comment note the date the merchandise was received or the date the service was completed. 

  If there is a discrepancy with the order or the invoice, add a comment noting the issue, making sure the appropriate  Accounts Payable representative is included as a recipient. Once the issue is resolved add another comment advising the Accounts Payable representative of your payment approval and the date the issue was resolved.  

  **IMPORTANT** Please make sure that you add your comment to the voucher associated with the invoice that you're approving or disapproving for payment.

   

• I received a refund check from a vendor due to an overpayment or for returned merchandise. What do I do with the refund check?

  Send the check, referencing the PO number to the Procurement Office (Z=6000). The funds will be credited to the original State or RF account from which they were expended.

• I just found an old invoice that was never paid on my State lapsed (prior year) purchase order. How do I submit it for payment?

  If the invoice is for an item that was originally ordered on the lapsed year purchase order you can email the invoice to accountspayable@stonybrook.edu for payment along with your payment authorization. The payment will be expended from the current fiscal year referencing the lapsed-year purchase order.

• Why is interest charged on State payments?

  New York State Prompt Payment Legislation requires that State agencies issue payments to vendors within 30 days of receipt of either a valid vendor invoice or receipt of goods/services, whichever date is later. This is why it is vital that campus departments respond within 3 business days to Accounts Payable requests for invoice payment approval.  A department’s delayed response to a request for invoice payment approval may result in late payment interest charges assessed to their State account.  For more information please refer to the New York State Finance Law.

• What is the policy on reimbursing for food and/or catering?

  Please see the SBU Catering and Food policy

   

• Who should I contact regarding Hospital Accounts Payable?

  For assistance please contact Marissa Culver at (631) 444-9960.

WolfMart

General settings

• How do I change my notifications?

  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 “Notification Preferences.” Select the section from the drop-down under notifications, and then click “Edit Section” in the top right corner of the page. Here, you can select “Override” and use the drop-down sections at the right side to select whether you receive emails or notifications in WolfMart for different situations. 

  The notification that will be most relevant to buyers is under “Shopping, Carts & Requisitions.” Here, you can be notified for whether a cart was returned to you or line items were rejected.

  For more detailed instructions, see our online training on notifications.

• How do I add a requester/approver in ERAS?
  1. Click on an account number.
  2. Go to the 'Other Account Users' section.
  3. Click on the Add/Remove button.
  4. Fill-in the WolfMart Requester's SBID 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.
• How do I update my default information?

  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. Make sure that the box next to “Default” is selected, then update.

  For more information on setting your Building and Room Number, see our online training under "Setting Your Default Shipping Address".

Orders

• How should I input my address?

  If you work in West Campus or HSC, you should select Central Receiving as the shipping address. Then, under Building and Room, you can specify where on campus your package should be delivered. For off-site delivery, simply input the address you’d like to ship to.

  For more shipping information, see our online training.

• The address I want to select is not in the system. How can I add a new address?

  New shipping addresses need to be added into WolfMart by the procurement department. Email your address information to wolfmart_help@stonybrook.edu along with a justification for why you need to ship to this location.

• How do I process a split order?

  Once you process through checkout and add the first account number, scroll to the far right side and click add split. A new funding line will appear for the second account number. If needed, once you add the second account number, you can add a split for the third account number and so on.

  Make sure you go to the drop down and choose the % of price for State funds. Research funds may choose from the drop down. Keep in mind the total must be 100%. If you do not have access to one of the account numbers please input your account number and assign it to the person in the department that has access to add their account number. Make sure you fill out the percentage of the split in each line to total 100%.

  Once everyone has added their account number, the person to add the last split will submit the requisition. After the requisition has been submitted, all approvers will approve their part of the split.

  For more information on split orders and accounting codes, see our online training.

• Can I split research and state funds in the same requisition?

  No, you can only split state with state funds and research with research funds.

• How do I find a commodity code?

  Please refer to the commodity code cheat sheet located on the resources page in Wolfmart 360.

• How do I add an account number?

  In order to have access to an account number in Wolfmart 360 you must be in the ERAS system as a Wolfmart Requester or Approver. The Account Director or Account Assistant for the account you need to have access to can add you to ERAS by going to the HELP/FAQ.

  If you are a shopper, you will need to assign the cart to a requester or approver who will then add the account information.

• Why was my requisition returned to me?

  Please scroll to the bottom of the email you received advising you the requisition was returned. There will be an explanation at the bottom of the email which will say validation failed (no funds) or some other reason explaining why the requisition was returned.

• How do I add or update a vendor?

  Please contact the vendor and verify the vendor accepts Purchase Orders. If the vendor accepts Purchase Orders please request a W9 form, and email the W9 along with the Phone#, Fax#, Email address and contact name to procurement_vendorfile@stonybrook.edu. Also specify if you are using state or research funds.

  Keep in mind State funds take 3-5 business days to be added to the system. Research funds can be added the same day if we have all the information, including the W9 form. 

• How can I change or cancel a purchase order?

  Add a comment to your purchase order or requisition requesting your change. Be sure to add somebody from procurement to the comment to ensure your change is processed.

  For more information on how to leave a comment, see our online training.

• What is the difference between a shopper, a requester, and an approver?

  A shopper is the most basic role a user can have. They can add items to a cart, but instead of placing the order, they need to assign the cart to either a requestor or approver. The requester can do everything a shopper can do, but they are able to add account information and place the order. They cannot, however, approve the order request. This is the responsibility of the approver, who has full access to the account. The approver can also do everything the shopper and requester can do.

  You can view your assigned roles in your profile on WolfMart under “User Roles and Access.”

   

Forms

• How do I know which form to use?

  The Showcase Form Cheat Sheet and Purchasing with Forms have more information on choosing which form to use.

  For more information about forms, see our online training.

• How do I add additional lines to a form?

  Once you have completed the form go to the top (available actions) then go to the drop down, and choose "Add to Cart and Reset Form." Fill out the form again and make this selection for each additional line. Once you have added all the lines, click "Complete Form and Go to Cart."

  For more information about forms, see our online training.