University of South Florida (USF) College of The Arts (CoTA)
 
   
 

CoTA Foundation Expenditure Procedures

CoTA Business Office Foundation (Expenditure) Contact
John Martin- 974.9217 - jmartin8@usf.edu

For non-USF Foundation expenditures, please go to CoTA Business Purchasing website.
 
For any questions related to incoming gifts, donations or funds, please contact:
Karen Frank - 813.974.5135 or kfrank@usf.edu

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

For an unofficial index and listing of USF Foundation Purchasing policies, please click here.

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 and submit the FOUNDATION REQUEST FORM to your Department’s Office Manager.

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 Foundation Request form and submits the original receipt OR invoice to Department for review
  4. Office Manager sends the following to the CoTA Business Office:
    • Foundation Request form
    • Original receipt (if reimbursement) OR Invoice (if direct payment)
    • Any AND all supporting documentation (i.e. invitation, agenda, brochure, etc)
    • No less than 10 days after the purchase date/date of service.
  5. Business Office fills out and submits appropriate Foundation Check Request form
  6. The appropriate CoTA Foundation fund signers sign the form and it is submitted to the Foundation
  7. 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 Foundation Request form and submits to Department for review
  3. Office Manager sends the following to the CoTA Business Office:
    • Foundation Request form
    • Any AND all supporting documentation (i.e. invitation, lecture description, artist resume, etc)
    • No less than 14 days before the date of service (for foreign national - 21 days)
  4. Business Office fills out all appropriate documentation, obtains signatures and submits to Foundation
  5. Independent Contractor performs service
  6. Faculty and/or Office Manager confirms with the Business Office via email the services were performed
  7. 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 form must be filled out in accordance to the procedures listed on the CoTA Travel website.
  • W-9 form MUST be included for first time payment through USF Foundation
  • Foundation Request form, original receipts and any other necessary documenation MUST be submitted to CoTA Business Office 10 days after purchase or date of service.
  • If you would like to sign up to the Foundation listserv, go to http://listserv.admin.usf.edu/listserv and scroll down to USFFoundationUPDATES.

Other Foundation Purchasing documents:

CoTA Business Office - Foundation (Expenditure) Contact

Name: John Martin
Email: jmartin8@usf.edu
Phone: 974-9217
Office: FAH 136
Mailpoint: FAH 110

 

Business Office