Welcome to our FAQ section! Here, you'll find answers to common questions about our
Procurement department. If you're looking for a specific answer, you can easily search
for it using the Ctrl + F (or Command + F for Mac users) keyboard shortcut.
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.
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.
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.
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.
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.
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.
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, 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.
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, Administrative Services Category, (631) 632-9849
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.
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.
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.
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.
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.
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.
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.
Please review the University’s Catering Guidelines and Procedures (State and Research)
here.
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.
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.
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.
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.
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.
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.
Call the Procurement Office at (631) 632-6050 or (631) 632-2117.
To request to have a New Supplier added to WolfMart, please fill out the New Supplier Request Form. If you have never before filled out the form, we HIGHLY recommend watching the video tutorial entitled "New Supplier Request Form" before attempting to fill out the form for the
first time.
Please see the Electronic Record of Authorized Signatures (E-RAS) FAQ's, via their
webpage (click HERE)
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.
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.
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.
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.
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.
Please review the pre-established policies of the Research Foundation which can be
found on the Procurement Office’s website by clicking here.
State, Research Foundation, and Stony Brook Foundation Requisitions are now all on
the same form which can be downloaded from theProcurement Forms and Publications website. Please indicate the correct funding source on the form.
Accounts Payables
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.
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.
Invoices are processed for payment once the PO, invoice, and receiver all match.
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.
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
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.
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.
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.
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.
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.
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.
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.
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
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.
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.
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 Credit Card Transactions: Contact Gerardina Paduano, Assistant Director at (631)
632-6017.
For journal transfers contact the Accounting Office at (631) 632-6040
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.
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.
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.
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.
For assistance please contact Marissa Culver at (631) 444-9960.
State Visa Card
Ideally, P-Cards are issued to individuals that are responsible for making routine
purchases for their department. Department supervisors will identify employees who
are to apply for a P-Card.
Cardholders are assigned a single transaction limit of up to $2500.
No, P-Cards are funded by State accounts only. Please stay tuned for information regarding
the new RF Credit Card program scheduled to launch at the end of August 2022.
State VISA Procurement Cards may NOT be used for any travel related expenses. Please refer to our Travel & Card Program website for travel related inquiries.
No, the State VISA Procurement Card cannot be used for any travel related expenses. Using the P-Card to "hold" a reservation will put the traveler's
reservation in jeopardy. Please stay tuned for information regarding the new Travel
Card program scheduled to launch in September 2022.
No, cardholders cannot use their P-Cards for restaurant dining or catering. Please
visit the Procurement website for the Catering and Food policy.
No, the P-Card cannot be used. When making purchases related to academic programs
please requistion your order through your e-procurement system (WolfMart or Lawson).
VISA Procurement Cards may NOT be used to purchase gift certificates or any "gift" of any nature.
Immediately contact the Citibank Help Desk by calling 1-800-248-4553
After reporting your issue to the banking institution, please report the issue to
the Procurement, Travel & Card Program department as well by via e-mail at statep_cards@stonybrook.edu
VISA Procurement Cards are issued to individual employees; the individual named on
the face of the card is the only one authorized to use it. Sharing your P-Card and/or related passwords is strictly
prohibited.
If you will be out of the office for an extended period of time, please e-mail statep_cards@stonybrook.edu to request a temporary suspension.
Cardholders are strongly encouraged to monitor their transactions (on the CitiManager site or on the SUNY webcertification system). If you do not recognize the transaction:
Contact the vendor using the phone number listed on the credit card statement
If you cannot identify the transaction or reach the supplier, please file a dispute
with the bank provider.
Contact Citibank by calling 1-800-248-4553 or by logging on to your Citibank profile
via CitiManager and selecting the 'submit dispute' button on the statement next to the transaction
After reporting your issue to Citibank, please advise the Procurement Travel & Card
Program department via email, statep_cards@stonybrook.edu.
All transactions must be reconciled/certified by the designated deadlines. Once the
bank provider has reviewed your dispute and investigated the charge, a credit will
be posted to your statement. Both credits and debits must be certified.
When in doubt, please contact the Procurement, Travel & Card Program team via email
at statep_cards@stonybrook.edu
You can request changes to your P-Card profile by emailing the Procurement Travel
& Card Programs team at statep_cards@stonybrook.edu
WolfMart
General settings
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.
Click on the Save and Confirm button at the top of the screen.
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.
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.
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.
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.
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.
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.
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.
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.
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.”
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."
