You should work out a protocol with your Finance Office to copy you on the invoice and have them direct the funder to submit payment to your office.
In rare cases when the check went to Finance anyway (this happened from time to time at Duke), Finance would forward the check to me (they were actually one floor above me and would walk it down).
John
John Taylor
919.816.5903
johntaylorconsulting@gmail.com
Big ideas; small keyboard
> On Mar 8, 2019, at 7:08 PM, Keleigh Allen <
allenka@plu.edu> wrote:
>
> Does anyone have documentation they would be willing to share of the business process for handling the tracking of fundraising from grants from private organizations where the grant funds are paid when the institutions finance office submits receipts to the granting organization for expenses? I've heard these referred to as "Reimbursement Grants".
>
> Simplified example:
> Jane Doe Foundation grants $10,000 to a faculty or staff member for a project
> Faculty/staff member spends $9,800 on project
> Finance/business office submits report of spending and receipts to the foundation
> Foundation sends a check for $9,800 to the finance office
>
> We don't have many of these, but they end up causing confusion on a regular basis between Advancement and Finance. I'm looking for examples to see how others handle the process, especially those where the process is working well for you.
>
> For reference, we are are a small private university and we do not have a separate foundation.
>
> Thank you,
> Keleigh
>
> --
> ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
> Keleigh Allen '97, Advancement Analyst
> Pacific Lutheran University | Office of Advancement | Tacoma, WA 98447
>
keleigh.allen@plu.edu email |
www.plu.edu/advancement
> 253-535-7147 office | 800.826.0035 toll-free | 253-535-8377 fax
>
> "PLU seeks to educate students for lives of thoughtful inquiry, service,
> leadership, and care - for other people, for their communities, and for the earth."