This document is intended for the use of operations managers, project directors, and Research Foundation personnel. The Research Foundation must ensure that all expenditures comply with sponsor, Research Foundation and University guidelines. The Research Foundation at Fredonia relies upon the campus' state purchasing department located on the 4th floor of Maytum Hall for taxpayer identification numbers, to ensure that minority business requirements are satisfied, for state contract satisfaction, and for bids over $25,000.
Research Foundation purchase orders are system-generated documents that, when accepted by the supplier, serve as a contractual relationship between the Research Foundation and the supplier. The purchase order obligates the supplier to supply the goods and/or services ordered in accordance with the terms specified by the purchase order. It obligates the Research Foundation to pay for the goods and/or services, as long as the goods are received in acceptable condition and the services are rendered in an acceptable manner in accordance with the agreement of the parties.
Out-of-Pocket Expense Reimbursement Policy
Project directors and Research Foundation personnel can be reimbursed for project-related purchases made with personal funds (including credit cards) if purchases comply with the requirements of the campus, the sponsors, and The Research Foundation. Requests for reimbursement should be placed on a state requisition form with the original receipts or documentation attached, description and purpose of the purchase, amount requested, appropriate authorization, the name and address of the person to be reimbursed, expenditure category, and the project, task, and award number to which the expenditure should be charged. Please be advised:
The reimbursement may be disallowed if the Research Foundation determines that the purchase violated any federal, sponsor, or Research Foundation regulations.
When payment needs to be made to a vendor (supplier), a state purchase requisition must be prepared. It must contain the original invoice from the vendor, any receipts, description of the expense, amount due, appropriate authorization, the TIN or FIND number, the name and address of the organization to be paid, the expenditure category, and the project, task, and award to which the expenditure should be charged. If any of the preceding information is missing from the requisition, it will be returned so that the appropriate information can be collected, therefore, resulting in a delay of payment.