Bill Back Accounts

Foundation Bill Back Programs

Information & Invoice Process:

 

  • The SRJC Foundation (“Foundation”) is a non-profit 501(c)(3) organization, whose mission is to support student success at SRJC; it is a separate legal entity from the SRJC District (“District”).
  • Foundation funding is available to specific departments to utilize based on the allowability of the funding, but the process of incurring the expenditures in the Foundation accounts must follow the same process as for District accounts.  For example, District purchasing requirements still apply, even when purchased with Foundation funds.
  • To ensure that the District process is being followed, expenditures are first incurred in a Foundation Bill Back Program, which is a designated program (03XX) in the District entity, that acts as a pass-through for expenditures that will ultimately be paid by a Foundation account. 
  • Monthly, in arrears, any expenditures incurred in the Foundation Bill Back Program will be charged, or “billed back” to the Foundation account.  This process will be performed by the Accounting Office and once complete, the department will receive a report of the expenditures that have been charged to their Foundation account(s).

Graphic showing how the expenditures flow from being charged to the district to being paid for by the foundation.

 

 

Expenditures that must be processed through a Foundation Bill Back Program are as follows:

*Payroll

*Vendor Requisitions

*CalCard Purchases

*Travel Request Forms/Travel Expenditure Forms

 

  • There will be a timing difference between when expenditures are incurred in the Foundation Bill Back Program and when they appear in the Foundation account.  As such, departments are advised to keep internal records of expenditures to ensure that Foundation accounts are not overspent.
  • If the department determines that an expenditure was billed to a Foundation account in error, please contact Stephanie Dirks at sdirks@santarosa.edu
  • Since the Foundation and the District are separate legal entities, it is important to ensure that the fiscal year-end cut-off of expenditures at June 30th each year is accurate and complete.      This requires the annual submission of Liability Timesheets by NOON on June 30th for any hourly employees working on or after June 10th.  Please review the PAF Date Guidelines 2026 & 2027 for more information.
  • At the end of each fiscal year, the Foundation Bill Back Program will show $0 in expenditures.  As a result, Foundation Bill Back Programs are not included in the annual Budget Development process.
  • To set-up a new Foundation Bill Back Program or if you have questions regarding an existing Foundation Bill Back Program, please contact Pamela Crooks at pcrooks@santarosa.edu.
  • If you have questions regarding specific SRJC Foundation funding, please contact Stephanie Dirks at sdirks@santarosa.edu.