FAQs

Under most circumstances a requisition/payment can be processed within 2-3 working days. This allows Research Foundation staff one day to check to make sure that the purchase requisition complies with Research Foundation and Sponsor Guidelines, and one day for processing. Additional processing time may also be needed if the selected vendor is not currently in the RF Oracle vendor file. For additional information related to the Purchase Order and payment process refer to the RF on line help system EPSS.

We cannot process an order or payment against an award without the principal investigator's (PI) or their designee's signature. Signature of an individual other than the PI or co-PI will only be accepted if prior authorization is received in writing from the PI designating that individual as an authorized signatory on the award.

Federal and State grant and contract guidelines specify that all expenditures for supplies purchased by a given grant or contract must be used for and during the life of the project. They cannot be used to supplement other activities. Therefore, unless the items to be ordered are in stock and can be shipped immediately, we recommend that you utilize a local vendor when purchasing goods and/or services within 45 days of the end of the project period. This will ensure that supplies are received and used during the grant period. Large quantities of supplies or equipment purchases within the last 60 days of an award may require justification as to how they will be used during the award.

Most vendors accept our purchase order, however, we occasionally come across a vendor who will not bill us directly. In these cases there are two options available to you if you do not wish to select a different vendor.

• Process order as a prepayment
  Obtain from the vendor the exact cost of the items to be purchased (less any applicable sales tax) and submit the purchase requisition for the exact total of the merchandise. The Office of Sponsored Programs Purchasing will process the order and generate the check. In approximately 10 business days the SPO AP/PO office will contact you when the check arrives so you can purchase your order directly from the vendor or we can mail it for you along with your PO directly to the vendor. The invoice or receipt substantiating the purchase must be submitted to the RF SPO.
   
• Utilize personal funds
  Submit a purchase requisition to SPO purchasing and list yourself (or the individual who will be purchasing the materials) as the vendor using your home address. A description of the items to be purchased, the approximate cost, and the PI’s authorization are also required. Research Foundation will generate a purchase order which will be given to the individual along with the RF Tax Exempt Certificate. Receipts must be submitted to the Research Foundation for reimbursement.

Special permission is needed to procure radioactive materials. It is the responsibility of the PI to have purchase requisitions approved prior to submitting them to the Office of Sponsored Programs. Permission to purchase radioactive materials must be granted by the campus Radiation Safety Officer and radioactive materials must be shipped to the Receiving Department (Mailroom, to the attention of the Radiation Safety Officer). The requisition must also indicate the New York State DOH Radioactive Materials License NO. 1052.

A Participant Stipend Form must be filled out for each student stipend. Stipends are NOT considered payroll, and therefore are not included with the Research Foundation biweekly pay checks. For purposes of generating their checks, each student is considered a vendor. Therefore a minimum of two weeks must be allowed from the time the stipend form is processed for the checks to be obtained. Also, keep in mind, stipend payments are subject to 1099 reporting and the student will receive one at the end of the year. Therefore, an IRS W9 form with the individual’s social security number and permanent address (school address is prohibited) is required for each student to be attached to our Participant Stipend Form.

Some principal investigators find it convenient to process a "standing order" for payment for college services such as telephone, duplicating charges, postage charges, etc.. For example if $500.00 were budgeted in your grant for duplicating costs, a purchase order could be generated for this amount at the beginning of the project. Each month when the invoice is received, a partial payment can be made against the PO for these monthly charges.

You can claim your reimbursement for meals, lodging, transportation and other travel related costs by completing the RF Travel Payment Request Form and submitting it to the Research Foundation Office of Sponsored Programs Purchasing Unit. You are required to attach the necessary receipts to substantiate your costs, and the signature of both the traveler and the project director are required certifying that the travel was reasonably necessary for the project.

Click Here for Travel Forms

Yes, if you are on Research Foundation payroll or are a SUNY employee with a key role on a sponsored project you may request a travel advance. To minimize the use of personal funds, the Research Foundation advances funds to travelers upon approval by the Project director and RF Operations Manager (OM) or designee. Travelers requiring a travel advance must keep in mind that the request must be submitted at least two weeks prior to departure to allow for processing time. As indicated on the RF Travel form, advances may be obtained for amounts equal to 100% of the primary transportation and conference registration fees, if applicable, plus 80% of all other anticipated expenses. Travelers will be notified when the travel advance checks are received and they can either pick them up in the RF SPO purchasing office, or if time permits, request the advance be mailed directly to their home. ACH payments are also available. To sign up for ACH payments for the AP/PO department go to https://www.rfsuny.org/doing-business-with-the-rf-/purchasing-staff-home/payment-methods--processes/ach-enrollment-form/ or request an ACH form from the AP/PO department directly. It is the policy of the university that individuals who have outstanding travel advances on file will have to submit receipts for reimbursement prior to obtaining another advance.

Individuals attending conferences and seminars will be reimbursed at the published rate of the conference, even in cases where the rate for the conference is higher than the hotel rate for the area. A copy of the conference announcement stating the lodging charges must be provided, along with the hotel room receipt.

Click for current mileage reimbursement rate.