AvidXchange

AvidXchange Discontinuation – Transition Plan
 
As previously announced, AvidXchange will be discontinued effective November 1, 2025.

The Stony Brook Foundation has been working directly with Avid on a migration to the replacement system, expected to launch before the deadline with similar functionality.

To support a smooth transition, the Foundation will offeroffice sessions and training opportunities.

Prior to the launch, you will receive:

• Instructions for downloading your past transaction history.
• Training materials and guidance on using the new system.

More details will be shared as the transition date approaches.

• How to

  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

  Internet Links
  

  • AvidXchange Live Site
  • Test  Site
• User Guides

  User Guides

  • Invoice User Guide
  • Approval Guide
  • Exceptions - AP Invoice Guide 
• Forms

  Forms

  • New User Form
  • 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. SBF is no longer accepting new vendor set up requests via e-mail. All requests must be submitted via the new TDX ticketing system. See the “HOW TO” section of “Spending Money From Your Account” for more information.)
• Training Materials

  Training Materials

  • Avid User Video Training
• Contact

  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