Accounts Payable & Procurement


Accounts Payable is responsible for the payment of goods and services to vendors as well as reimbursements to individuals for costs incurred as part of University business. Our goal is to maintain controls while providing innovative approaches to streamline the payment process, especially for frequent, university-wide purchases. Travel advances will be processed within 4-5 business days of receipt of the travel advance paperwork.

Upon receipt of the invoice, you will be asked to confirm that the product was received, the product is in good condition and will be asked to confirm that the invoice is okay to be paid. 

Please keep in mind that both SUNY and the RF use the same vendors; therefore, it is imperative to approve invoices in a timely fashion to avoid a potential credit hold with a vendor. If a problem exists with your order which prevents approval of an invoice, please reach out to the team.

Purchasing is a service unit established to support the mission of the Research Foundation. It is staffed by procurement professionals who have the requisite knowledge, skills and training to assist research personnel in the purchase of required goods and services. This expertise insures that procurement decisions will be made in the best interest of the Research Foundation and in compliance with state and federal statutes as well as Research Foundation policies. All purchases will be made within 4-5 business days from the time of receipt of a purchase requisition.

All purchases should be made through the RF Office. Purchase Requisitions should accompany a quote, where applicable. All procurement paperwork submitted for IT related hardware and software must be accompanied by approval from IT if the computer and/or software is not pre-approved by the  Downstate Information Technology department. 

In order to ensure timely service from Accounts Payable and Purchasing, please prepare the forms below, following the sample forms provided, and ensure all fillable fields are completely filled out. 

Expenditure Types are required for all transactions, so please review the expenditure type document below and pick the expenditure type that coincides with your purchase or payable.

Expenditure Types