AvidInvoice

AvidInvoice is now live!

Training opportunities:
• Avid Assistance Live Help is available every Tuesday through 11/25/2025 from 10:00am to 11:30am using this link with Meeting ID: 922 3668 2063 and Passcode: 575939. Additional sessions are available every Thursday through 11/20/2025 from 2:00pm to 3:30pm using this link with Meeting ID: 937 8728 3448 and Passcode: 513526.
• Office Hours are available every other Wednesday (10/1, 10/15, 10/29, 11/12) from 11:00am to 12:00pm to answer questions or provide additional user training. To join, use this link and enter the Meeting ID: 927 3469 9329 and Passcode: 296066. 

• 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 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

  User Guides

  • AvidInvoice User Guide for Submitters & Approvers
  • AvidInvoice Training Video
• Forms

  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

  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