Centralized Foundation Payroll Reimbursement Process

To improve university cash tracking, reporting and reduce duplicative efforts, departments will no longer need to submit reimbursement requests to the Kansas State University Foundation for payroll expenses.

• Budget Fiscal Officers are working with Financial Reporting to establish reciprocal projects in FIS, to direct the charge of all payroll transactions reimbursed by foundation funds. A separate project, beginning with the letter “F,” is created for each foundation account to which payroll expenses are charged.
• Financial Reporting will coordinate directly with the foundation to process monthly reimbursements for all foundation-funded payroll expenses.
• If you reimburse payroll transactions with foundation funds, please work with your budget fiscal officer to ensure this is set up properly for your department.
  • This does not change the KSUF-9 process for grants funded through the foundation.
    
    

New FIS Fund Sources

FIS Fund Source	State Fund	Budget Unit	Description
2095	2520	2080	RESTRICTED FEES - FOUNDATION FUNDING MAIN
1105	2697	1100	RESTRICTED FEES FUND - FOUNDATION FUNDING ESARP
5550	2590	5530	RESTRICTED FEES FUND - FOUNDATION FUNDING VMC

 

FIS Fund Sources for Foundation Reimbursed Accounts Payable Transactions

To support better visibility of expenses being reimbursed by the foundation, new FIS Fund Sources have been created for Accounts Payable transactions reimbursed by the foundation.

• All foundation reimbursements using these sources will be treated as funds collected and will not require an overdraft letter on file.
• Departments should use these fund sources for all expenses transactions that will be reimbursed with foundation funds. Departments still need to submit reimbursement requests to the foundation for non-payroll expenditures.

New funding source not available to use in Concur? No problem – please complete the AP Passthrough Accounts spreadsheet and submit to financialreport@ksu.edu to link existing projects that are reimbursed with foundation funds to the new funding sources.