Business Office

CoTA Foundation Expenditure Procedures

CoTA Business Office Foundation (Expenditure) Contact
Tiffany Taylor: (813) 974-1699 - tmtaylor@usf.edu 

For non-USF Foundation expenditures, please visit CoTA Purchasing Procedures.

For any questions related to incoming gifts, donations or funds, please contact Cameron Greenhaw: (813) 974-1713 or cgreenhaw@usf.edu .

For complete USF Foundation Purchasing policies, please refer to the USF Business Processes website (formerly Compass).

Download the unofficial index and listing of USF Foundation Purchasing policies.

All purchases from Foundation funds must fulfill the purpose of the fund. Before making any purchase, please make sure the purchase falls within the restrictions of the funds purpose. If there is uncertainty, please contact the CoTA Business Office. To begin the Foundation reimbursement process, please fill out the please fill out and submit the USF Foundation Check Request for department review and processing.

Foundation Check Request Process

  1. Faculty and/or Office Manager verifies potential expenditure (goods or services) falls within guidelines of the fund's purpose.
  2. If the expenditure is to be reimbursed, then Faculty and/or Office Manager makes purchase. If not, proceed to next step.
  3. Faculty and/or Office Manager fills out and submits the following to the CoTA Business Office:
    1. USF Foundation Check Request
    2. Original receipt (if reimbursement) OR Invoice (if direct payment)
    3. Any AND all supporting documentation (i.e. invitation, agenda, brochure, etc)
    4. No less than 5 days after the purchase date/date of service.
  4. Business Office reviews and fills out any appropriate paperwork
  5. The appropriate CoTA Foundation fund signers sign the form and it is submitted to the Foundation
  6. USF Foundation reviews the check request and after approving a check is processed and mailed to the payee

Foundation Independent Contractor Process

  1. Faculty and/or Office Manager verifies potential expenditure falls within guidelines of the fund's purpose.
  2. Faculty and/or Office Manager fills out and submits the following to the CoTA Business Office:
    1. USF Foundation Check Request
    2. Any AND all supporting documentation (i.e. invitation, lecture description, artist resume, etc)
    3. No less than 7 days before the date of service (for foreign national - 14 days)
  3. Business Office fills out all appropriate documentation, obtains signatures and submits to Foundation
  4. Independent Contractor performs service
  5. Faculty and/or Office Manager confirms with the Business Office via email the services were performed
  6. Business Office notifies USF Foundation and a check is processed and mailed to payee.

Foundation Notes

  • Travel: For all travel-related expenditures to be reimbursed by USF Foundation funds, a travel request must be filled out in accordance to the procedures listed on the CoTA Travel Procedures webpage.
  • W-9 form MUST be included for first time payment through USF Foundation
  • USF Foundation Check Request, original receipts and any other necessary documentation MUST be submitted to CoTA Business Office 5 days after purchase or date of service.
  • Visit the Foundation listserv page to sign up for Foundation emails. Scroll down to "USFFoundationUPDATES."

Other Foundation Purchasing Documents

CoTA Business Office - Foundation (Expenditure) Contact

Name: Tiffany Taylor
Email:  tmtaylor@usf.edu
Phone: (813) 974-1699
Office: FAH 136
Mailpoint: FAH 110