Purpose:
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This form is used
to initiate the transfer of unrestricted Foundation funds into a Foundation
Hospitality account to pay for a specific hospitality event. It cannot
be used to transfer funds for anticipated future, but unspecified, events.
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How It Works:
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Upon the receipt
of an approved transfer request form, the Foundation will encumber the
estimated cost amount in the designated unrestricted account and permit
event related expenditures up to that amount in the designated hospitality
account. The requester must notify the Foundation when all event related
expenditures have been paid so that the encumbrance can be removed and
funds equal to actual costs can be transferred in to the hospitality account.
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Event Name and Date:
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The event name and
event date should be used on all documents related to the specific event
to enable Foundation staff to associate costs with the specific transfer
request.
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Estimated Amount:
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This amount represents
a "not to exceed" amount. therefore, it should be realistic
but overestimates the projected event costs so that amendments are not
required. Invoices and reimbursement requests identified with this specific
event will be paid up to that amount.
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Transfer From Account:
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This account must
be an unrestricted Foundation account for which at least one of the approvers
is an authorized signer.
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Tranfer To Account:
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This account must
be a Foundation Hospitality account where at least one of the approvers
is an authorized signer.
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| After all event
expenditures have occurred and the Foundation has transferred funds equal
to the actual costs, a copy of this form will be sent to the Department
Head approver. |
