AvidXchange

AvidXchange Discontinuation – Transition Plan

As previously announced, AvidXchange, our current accounts payable and payment processing platform, will be discontinued this fall. The Stony Brook Foundation has been working directly with Avid on a transition plan for the migration to the new system, Avid Invoice.

We are pleased to announce that Avid Invoice will go live on September 15, 2025. To support a smooth transition, please take note of the following deadlines for those who submit or approve invoices:

Access to submitting new invoices in AvidXchange will end on Friday, September 12. Any invoices processed after that date will need to be submitted via the new system, Avid Invoice.
Access to approve invoices in AvidXchange will end on Tuesday, September 30. Any invoices that are not approved by the deadline will need to be resubmitted in the new system, Avid Invoice.

Training opportunities, office hours and other live help sessions will be shared as the go-live date approaches.

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
- 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
Internet Links
- AvidXchange Live Site
- Test Site
User Guides
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
- 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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