Overview
Foundation (FSUF) and Research Foundation (FSURF) funds are fully integrated into OMNI Financials, SpearMart, and Concur. Departments can manage these funds using the same systems and processes as other university funds, while adhering to donor restrictions and applicable policies.
Contents:
Key Principles
Chartfields
Spending Guidelines
Transfers
Budgeting and Commitment Control
Reporting
Policies and Resources
Key Principles
- Allowable expenditures remain governed by Foundation and Research Foundation policies.
- All transactions are processed through university systems (OMNI, SpearMart, Concur, etc.).
- Purchases using any combination of university and Foundation/Research Foundation funds must comply with both the applicable university and DSO policies.
Chartfields
- Foundation Funds
- Fund Code: 599
- PC Business Unit: FSFD1
- Project IDs: Begin with “F” (e.g., F04050)
- Research Foundation Funds
- Fund Codes: 544 (internal activity), 545 (external contracts/grants)
- PC Business Unit: FSRF1
- Project IDs: Numeric (similar to other sponsored projects)
- Always include Department ID, Fund, and Project ID in transactions.
- New Foundation Funds as well as changes to existing Funds, including a change to the DeptID associated with a Foundation Fund, should be initiated through the applicable Foundation Web Form.
Spending Guidelines
- Purchases
- Use SpearMart for POs; ePRF for unencumbered payments.
- FSU PCards and TCards may be used for Foundation and Research Foundation funds (normal restrictions apply unless waived).
- Travel – All travel requires a travel request in Concur, regardless of funding source.
- Scholarships – Foundation-funded scholarships are processed via journals in OMNI with Source “FFS.”
- Payment Terms – Standard university vendor terms apply (generally net 40).
Transfers
- Foundation Funds
- Non-exchange transfers: Initiated through Foundation forms; reflected in OMNI via nightly feed.
- Expense transfers: Use Departmental Online Journal Entry.
- Research Foundation Funds – Expense and revenue transfers: Use Departmental Online Journal Entry.
Budgeting and Commitment Control
- Foundation Funds – No departmental budgets required; sufficient available balance at Project ID level is mandatory.
- Research Foundation Funds – Budgets established through grant proposal and award process (via RAMP Grants).
- Standard OMNI mechanisms apply for updating approvers.
Reporting
- Use BI dashboards (Budget & Transaction, Expense Data Mining, Departmental Ledger) for balances and activity.
- OMNI queries include Foundation and Research Foundation data.
- DeptID/Project ID relationship for Foundation funds can be queried in OMNI Financials using FSU_DPT_CODES_FSUF_PROJECTS.
- The Foundation Available Balance query, FSU_BUD_FSUF_AVAIL_BAL, can be used to lookup budgets and available balances by FSUF DeptID and/or Project ID(s).
- Daily automated feeds ensure data consistency with Foundation/Research Foundation online reports.
Policies and Resources
Updated 12/19/2025
