Commercial Card Purchase Procedures Using Foundation Funds

NIU and the NIU Foundation will allow the transfer of certain Commercial Card purchases between
the two entities. The procedures are as follows:

1. Prior to making the purchase, contact Kym Kowalski, Assistant Comptroller for the
   Foundation, at 815-753-1663 or email Foundation_Accounting@niu.edu with the details
   of the expense.
2. Kym will verify if the expense is in compliance with cost center restrictions and
   Foundation Expense Reimbursement Policy. All NIU Commercial Card Program policies
   and procedures apply to all card transactions.
3. Departments will be required to use funding sources other than "02" or "04" funds for
   the initial purchase. Transactions using 02 or 04 funds will not be allowed to transfer
   between NIU and Foundation, due to state restrictions.
4. Purchases for Equipment $1000 and over (with shipping) are not allowed. Purchases
   using the 880-account code regardless of amount will not be allowed.
5. When a transaction is approved prior to purchase, Foundation Financial Services
   will send an email to Card Services at cardservices@niu.edu and cc: the respective
   department. The email explains that the Foundation authorizes the transaction to take
   place on the commercial card and that an Interagency Journal to transfer the full
   expense from NIU to Foundation will be forthcoming.
6. An Interagency journal is to be prepared by the department and a copy with all the
   required supporting documentation to be sent to NIU Controller's Office via email at
   JournalEntries@niu.edu, Card Services at cardservices@niu.edu, and Foundation
   Financial Services via email at Foundation_Accounting@niu.edu for processing.

Revised: 06/27/2019