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

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#.

2. 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

All travel requests, even if they are paid out of the foundation, need to follow the district process and be charged to a district or foundation bill back account. Please view the purchasing website for travel requests for more general information. Here is the link to the Travel Request Process and Signature Requirements. 

Here are the steps: 

1. Complete and route travel form for signatures with a valid district or bill back account travel budget code listed (object codes 5210 for staff travel).
2. Submit the signed travel request form to Veronica in purchasing (vchavez@santarosa.edu)
3. Once Veronica assigns a travel number, she will send the department/traveler the travel expenditure report to complete.  
4. Send the completed expenditure report to Guadalupe in accounting (gcabrera-mendia@santarosa.edu), with all of the required receipts.
5. Guadalupe will review and request and missing information and submit for payment.
6. Payment (if required) and expenditures will be posted to the budget code provided on the approved travel form.  If a check is owed to a traveler, this check will be processed through the District's weekly AP process.
7. Once the travel has been paid/expended from a district account, then the department will complete the RFD to reimburse the district account.  Completed RFDs should be sent rfd@santarosa.edu.
8. The foundation will review and approve the RFD and write a check to reimburse the district account.

To Use Foundation Funds to Pay for Travel If on Sabbatical

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

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

To Use Foundation Funds to Reimburse Employees for the 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 

To Use Foundation Funds to Pay A Student

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

Notes:

• RFDs are processed every Monday, and checks are cut on Thursdays and mailed the following Monday.
• 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.
• Please always submit the electronic/typed RFD (no handwritten copies) found here: https://foundation.santarosa.edu/forms-statements