Request For Disbursement Process - SRJC Foundation

To Use Foundation Funds to Pay for Services

  1. Before the service is provided/completed, complete the Agreement for Professional Service, Independent Contractor Checklist and Contract Routing Form and send to Veronica Chavez at vchavez@santarosa.edu. Veronica will route for all District signatures needed on all forms and can get the contractor’s signature as well.
    1. Forms can be found here: https://purchasing.santarosa.edu/forms
    2. Note that the payment will be made with Foundation funds to avoid needing to provide a requisition number on the Contract Routing Form where it says R#.

 

  1. After the service is provided/completed, submit the following items to rfd@santarosa.edu:
    1. Completed Agreement with signatures (from the first step)
    2. Invoice from vendor (if paying an amount different from amount on Agreement)
    3. W9 from vendor (if a new vendor)
    4. Completed Request for Disbursement 

 

To Use Foundation Funds to Pay Invoices for Items/Goods with a unit price less than $500

Submit the following forms to rfd@santarosa.edu as individual PDFs.

 

  1. Invoice from vendor
  2. W9 from vendor
  3. Completed Request for Disbursement 

 

To Use Foundation Funds to Pay for Items/Goods with a unit price of $500 or more

Before the purchase of items/goods with a unit price of $500 of more, complete the District purchasing process by opening a requisition within your District Escape and note the payment will be with Foundation funds so the District can approve with insufficient funds if needed. 

After the purchase has been made, request a reimbursement to the District account with Foundation funds. Submit the following forms to rfd@santarosa.edu as individual PDFs.

 

  1. Invoice from vendor and W9 from vendor OR
  2. District Escape statement with highlighted line(s) of equipment purchase
  3. Completed Request for Disbursement 

 

To Use Foundation Funds to Pay for Travel

Submit the following forms to rfd@santarosa.edu as individual PDFs.

  1. Completed Travel request form
  2. Receipts/invoices
  3. Completed expenditure report
  4. Completed Request for Disbursement 

 

To Use Foundation Funds to Reimburse Employees for a Purchase of Items/Goods

Submit the following forms to rfd@santarosa.edu as individual PDFs.

 

  1. Receipts from purchase (scanned images are fine)
  2. Completed Request for Disbursement 

 

Note:

 

To Use Foundation Funds to Pay A Student

Follow the Student Compensation (Work, Benefits & Aid) Process and the Gift Card/Incentive Process