Purchasing

Foundation Funds

A full guide to USF Foundation Process and Procedures can be found HERE. 

---

Use of Foundation Funds

BEFORE MAKING THE PURCHASE:

• Ensure that the purchase is allowable under USF Purchasing guidelines and that the purchase is allowable under the donor intent of the USF Foundation fund. 
• Submission of a reimbursement request from Foundation is not a guarantee of reimbursement, department should be prepared to move the expense from 12420 back to a valid USF Chartfield if the reimbursement is denied.
• Make sure you have adequate budget in Budget Account 88420

USe of foundation funds - pcard archivum

1. Login to Archivum and navigate to the PCard Reconciliation sticker. 
2. Select the transaction to reconcile to open the working screen. 
3. Fill in chartfield information using ONLY EITHER a Convenience or  Auxiliary Fund in combination with the appropriate Account Code to reconcile the charge:
   • 10620 for Gift Cards on hand (physical, non-digital gift cards with valid business justification) 
   • 12420 for all other DSO reimbursement 
4. Once reconciled, follow instructions to submit the Foundation Wire request for reimbursement to either of the above accounts. 

Use of Foundation Funds - Amazon Punch Out

This process MAY ONLY be used with AMAZON.  Other suppliers capable of receiving a PO should be through BMP using a valid USF Chartfield or be submitted directly to USF Foundation via check request for payment. 

1. Login to BMP and select the Amazon Punch Out sticker shop, fill your cart, and bring the cart back to BMP. 
2. When filling in your chartfield information use ONLY EITHER a Convenience or  Auxiliary Fund in combination with the appropriate Account Code: 
   • 10620 for Gift Cards on hand (physical, non-digital gift cards with valid business justification) 
   • 12420 for all other DSO reimbursement 
3. Once reconciled, follow instructions to submit the Foundation Wire request for reimbursement to either of the above accounts. Note: Request must be for the full amount of the expense (may not match the PO exactly if shipping charges were added price adjustment made), and should have the accompanying documentation: 
   • A copy of the PO 
   • A screenshot of the charge posted to Finance Mart with the matching PO number. 
   • Indicate reimbursement to account 12420 or 10620

See below for help on gathering supporting documentation: 

How to print a copy of the PO