The party requesting reimbursement must be convinced that the expenditure was necessary in support of ongoing programs such that he/she would be comfortable talking to the donor or the press about the payment.
From the Chancellor’s Memo
The Foundation’s check request form sets up a system of approvals to ensure funds are spent as a donor intended. Check requests require two signatures from campus, usually from the department chair and the dean/director’s office. The Foundation also ensures expenditures meet donor criteria and will refer inappropriate requests back to the dean, department chair or program director
- Any expense that can be paid for by the University should be paid through the University.
- If the University will cover part of an expense, the bill should go to the University first. The Foundation, if appropriate, will pay the remainder. For example, if the state allows $24 for dinner while traveling, the University should pay for the first $24 of a dinner bill. The Foundation would pay the remaining $26 of a $50 bill.
- Each department may also set its own rules for allowable expenses that are more restrictive than state, University or Foundation standards.
Usually, funds from the Foundation must be transferred to a “233” fund at the University before they can be spent.
The Foundation issues checks within 7-10 days of receiving a properly completed and authorized check request.