Procedure for making expenditures from University Accounts using Foundation Funds
- Transfer money from the appropriate UW Foundation accounts to a new or existing Fund 233 projects at the University by following the instructions in “Requesting Gift Funds from UW Foundation.”
- Make your expenditure from the Fund 233 project following University directions described in “How to Make A Purchase“.
- Such money should be transferred prior to making the expenditure from the 233 Project.
Procedure for making expenditures directly from Foundation Funds
- Determine that making the expenditure directly from the UW Foundation is appropriate.
- To the maximum extent possible, University expenditures are to be made from University Accounts using procedure 1 above.
- Only those expenditures which are necessary to support ongoing programs where the expenditure is not allowed by University or State regulations and where you feel comfortable explaining the reasonableness of the expenditure if it is challenged in the press or in public, should be made directly from the Foundation. See the last section of this August 2009 email about UW-Madison and UW Foundation Policies (PDF) for examples of typically appropriate and typically inappropriate transactions.
- Complete a UW Foundation Check/ACH Request Form on the WFAA Advancement Resources website and route the form and all documentation through your Dean or Director’s office for approval.
- Remember that documentation of these transactions is considered a public record.
For more complete information about the relationship of the UW Foundation and the University see the Chancellor’s August 2009 email about UW Madison and UW Foundation Policies (PDF).
In Workday Expenses, out-of-pocket, shared liability card, and purchasing card transactions may be billed to the University of Wisconsin Foundation (UW Foundation) by utilizing Foundation Expense Items to track, enter, and record Foundation data. After expense reports containing Foundation expenses are approved, designated Division of Business Services staff will initiate billing UW FOUNDATION for their portion of the expenses.
- Units must ensure expenses charged to University of Wisconsin Foundation (UW Foundation) are in compliance with UW-Madison and UW Foundation Policies.
- Only expenses that cannot be paid by UW-Madison are allowed to be split and charged to UW Foundation.
- Receipts to support the expense must be obtained and attached to the mechanism of payment (e.g., expense report transaction line) in accordance with UW policy and procedures. Receipts and supporting documentation may be requested for review by UW Foundation.
- All expenses charged to UW Foundation must have a valid, open, UW Foundation account number and funds available to cover the expenses.
- Claimants, Purchasing Card or Shared Liability Card holders, and/or Expense Data Entry Specialists prepare and submit expense reports with allowable transactions billed to UW Foundation. For step-by-step instructions on how to use Foundation funding in Workday Expenses, see Procedure 3024.8 Using UW Foundation Funding in Workday Expenses.
- The Travel and Card team in Accounting Services bills UW Foundation weekly for charges that post to the UW Foundation receivable spend category in Workday.
- The Expense Reimbursement Program Manager will reconcile the UW Foundation receivable account monthly.