Bill Back Account Information & Invoice Process:

• The Foundation is a non-profit 501(c)(3) organization whose mission is to support student success at SRJC. This is a separate legal entity from the District. Please reach out to the Foundation directly with questions about specific funds and how they are held and accessed. All district purchasing requirements still apply even when purchased with foundation funds. Purchasing through the Foundation may not be used to circumvent the district purchasing process. 
• Bill Back Accounts do not have a budget on the Designated Program Side.  Please keep internal records allowing your program to know the current foundation balances available. 
• On a quarterly basis, the accounting team will send each department their Fiscal 03 report and SRJC matching invoice, detailing out the expenditures that have posted.  
• The department is responsible for reviewing the Fiscal 03 to confirm all expenditures are correct.  Once the department has confirmed they are correct, the department will complete an RFD as confirmation. The RFD is the request to process the check that will reimburse the District Designated Account (03XX). For internal control purposes, the department must submit this form, to the foundation, as their confirmation of payment associated with their Foundation Accounts.  At the end of the year, the 03XX Designated Account will show $0.00 in expenditures and $0.00 in revenue.   
• All Foundation Bill Back Accounts require liabilities IF hourly employees work between 6/10/2025 – 6/30/2025 for object codes 23XX & 24XX or work between 6/21/2025 - 6/30/25 for object codes 13XX and 14XX. Please review the PAF Date Guidelines FY 2025 & 2026.