Overview
The Stony Brook Foundation Requisition Checklist is a standardized tool used by faculty, staff, and administrators to request goods, services, or research support from the universitys foundation. The checklist ensures compliance with university policy, aligns funding with donor intent, and streamlines the approval workflow.
Who Uses It
- Principal Investigators (PIs) submitting researchrelated purchases.
- Department chairs requesting equipment or renovations.
- Administrative staff preparing grantrelated expenditures.
- Foundation finance officers who review and approve requisitions.
Key Steps in the Requisition Process
1. Identify Funding Source
Confirm that the requested item or service is eligible under the specific foundation fund, donor agreement, or endowment. Use the Funding Source Lookup tool on the Foundation portal.
2. Complete the Requisition Form
Enter the following information accurately:
- Requisition title and brief description.
- Fund code and grant number (if applicable).
- Estimated cost and justification.
- Preferred vendor or service provider.
3. Attach Supporting Documentation
All items listed in the Required Documents section must be uploaded before submission.
4. Preliminary Review
The departments administrative assistant performs a quick check for completeness and correct fund alignment.
5. Approvals
Three levels of approval are typical:
- Department Chair or Director.
- Finance Office (budget authority).
- Foundation Office (final compliance check).
6. Submission to Procurement
Once approved, the requisition is forwarded to the universitys procurement system for purchase order generation.
7. PostPurchase Reporting
Submit a receipt, invoice, and a short impact statement within 30 days of delivery.
Required Documents
- Budget Narrative explains how the expense fits within the overall project budget.
- Quote(s) or Cost Estimate at least two competitive quotes for purchases over $5,000.
- Donor Restriction Confirmation a copy of any donor letter or restriction clause.
- Ethics Review (if applicable) for research involving human subjects or animal welfare.
- Institutional Review Board (IRB) Approval when the purchase is part of an IRBapproved protocol.
Tips & Common Pitfalls
- Start Early: Allow at least three weeks for the full approval chain, especially for large purchases.
- Check Fund Availability: Funds may be earmarked for specific fiscal years; verify balances before request.
- Use Standard Vendor Lists: Preferred vendors often have prenegotiated rates, reducing the need for multiple quotes.
- Document Justification Clearly: A concise, datadriven rationale speeds reviewer decisions.
- Maintain Version Control: When updating a requisition, keep a record of prior versions and reviewer comments.
- Avoid OneSizeFitsAll Language: Tailor each requisition to the specific fund and project.
- Follow Up: After submission, monitor the status dashboard and respond promptly to any reviewer queries.
