Accounts Payable & Procurement FAQ's

How do I request payment for an invoice without a purchase order number?

If you receive a vendor invoice that does not have a purchase order number established, you must complete the required fields of the payment voucher and submit along with the invoice to rf_purchases@downstate.edu

I will be traveling for business; how can I request a Travel Advance?

To request a Travel Advance, you must complete the required information in the top and middle sections of the Travel Payment Request Form. Attached to the form should be copies of the anticipated expenses such as hotel, train, bus or airfare. The Travel Payment form along with the backup should be emailed to rf_purchases@downstate.edu

I need to place an order, where do I start?

You should complete a Purchase Requisition form. The form should list the supplier you would like to order from, the name of the recipient, their office location, project, task and award number, expenditure type, organization, the catalog number of the item(s) you wish to procure along with item description, unit of measure, quantity and price. The form must be signed by an authorized signatory and forwarded to rf_purchases@downstate.edu

Do I need IT approval before I submit a purchase requisition to procurement for hardware and software?

Yes, it is Downstate IT policy that all software, hardware, laptops, tablets and printers are reviewed and approved PRIOR to procuring. You must submit the vendor quote and purchase requisition form to IT-ReqApprovalRequest@downstate.edu

I haven’t received my order, who do I contact?

Please contact rf_purchases@downstate.edu

The vendor delivered the package however, I haven’t received it.

All packages are delivered to central receiving at 445 Lenox Road. In order to inquire about the internal delivery of your package you must email the carrier tracking number, vendor name, RF PO number, and intended recipient to centralreceiving@downstate.edu

I received an invoice for a purchase order, what do I do?

Should you receive an invoice from the vendor for your order and you received your item(s), please indicate on the invoice ‘OK to Pay”, sign, date and email the invoice to rf_purchases@downstate.edu