AvidInvoice

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 AvidInvoice

Submit payments through AvidInvoice 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 2025.
- Awards/Stipends/Fellowships (Summer session only)
Internal Payments to IFR, RF, and BURSAR for:
- Salaries
- Housing
- Research Support
- ASA
- 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
User Guides and Training
- AvidInvoice User Guide for Submitters & Approvers
- AvidInvoice Training Video
Forms
- New users need to submit a request through Team Dynamics (TDX) to be added to the AvidInvoice system
- New Vendor Form (Note: This form should be sent to vendors to complete to assist departments in submitting new vendor requests in the Team Dynamics (TDX) Ticketing System.)
Contact

All AvidInvoice inquiries and issues should be routed through Team Dynamics (TDX)

Please see the TDX site for:
- Adding a New Avid User - for submitters and approvers
- General Avid Support Services - to change a vendor mailing address or email address, add a department account to a user’s profile and update speed charts

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