Purchasing

Foundation Funds

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


Use of Foundation Funds with BMP Punch out

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. 
  • This process MAY ONLY be used with AMAZON PUNCH OUT.  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. 
  • Make sure you have adequate budget in Budget Account 88420
  • 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.

PROCEDURE: 

  1.  Login to BMP and select the Punch Out supplier you are purchasing from, shop, fill your cart, and bring the cart back to BMP. 
  2. When filling in your chartfield information use either a Convenience (funds starting with 24---,94---,95---, or 96---) or in some cases an Auxiliary Fund (funds starting with 0----) chartfield – in combination with GL 53001
  3. When the PO is fully received (all items are shipped and accounted for) complete the Foundation Check/Wire request for the full amount of the expense (may not match the PO exactly if shipping charges were added price adjustment made).  The request 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

See below for help on gathering supporting documentation: 

How to print a copy of the PO

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