PURCHASING EQUIPMENT AND OTHER ITEMS WITH

FOUNDATION FUNDS

Purchases of the following items made with Foundation funds must be processed through the college’s Purchasing Office, which will issue a standard college purchase order: 

• office or instruction equipment
• all computer equipment (including monitors, printers and other peripherals)
• other purchases that require handling through the college’s purchasing process

These purchases will be subject to the college’s regular purchasing guidelines and procedures (including instructions to the vendor to deliver all equipment to the college’s Receiving department).    In addition, in accordance with college policy, all requisitions for computer equipment will be forwarded by the Purchasing Office to the IT Department for review. 

In order to expedite the issuing of purchase orders for these items, the requesting department should process purchase requisitions for these items against one of the department’s college restricted account(s), NOT against the department’s Foundation account(s).    If your department has a general purpose restricted cost center, that should be used.    If your department does not have a college restricted cost center, or you are uncertain which restricted cost center to use, please contact Al Place, the Deputy Controller (7-3603) or David Levin, the Controller (7-3602).    The Accounts Payable or Foundation staff will return any “Z” voucher ordering the above items or requesting payment for them.

By placing the equipment order through a college restricted cost center, your department’s operating budget will not be affected.  Use the restricted Cost Center and the appropriate Object Codes for what you are purchasing.  Describe the item(s).  Please indicate on the Purchase Requisition the Foundation cost center account (6XXXX) that will be used to repay FIT by the Ed Foundation.

After the College PO is issued, the goods are received, and an invoice is obtained, the Accounts Payable Dept will issue payment to the vendor.  After the payment is made, the process begins to transfer funds from the Ed Foundation to the College.  The issuing department creates a “Z” voucher with FIT as the Vendor (V99990).  The quantities, dollar amounts and descriptions are indicated.  Also in the description indicate the restricted Cost Center and Object Code used for the purchase.  Input the required Ed Foundation Cost Center to be charged (6XXXX).  Always use Object Code 85015, Department Program Support.  Then scan and attach the invoice that was paid and attach it to the “Z” voucher.  Click the green check √ to submit the voucher into workflow for processing.  When all the approvals are in place, a PO number will be assigned and the Accounting Dept will arrange for the transfer of funds from the Ed Foundation to the College for the item(s) purchased.

These procedures:

·   Ensure that the department obtains the best price since the College has negotiated or has access to substantial contractual discounts from a variety of vendors, which may not be available to a department chair or faculty member if they contact the vendor directly.

·   Ensure that all computer equipment on campus is compatible with the standards set by the College’s IT Department, and that the IT Department will be able to service it.

·   Ensure that all instructional, office and computer equipment is properly logged into the College’s inventory and accounting systems as required by guidelines.