Embedded Files
In order to expedite the approval of transactions for Chartwell expenditures charged to a Department’s Foundation index, we are putting the following procedures in place immediately.
· Upon ordering for the event, the department contact who processes the order should immediately prepare the check request to send to the Foundation. The check request needs to include the Cater Trax number from the online order form, Foundation account number, and a specific stated business purpose. The actual invoice from Chartwells is not needed. CAS and the Foundation have a shared google document where the Cater Trax order and Chartwell invoice is captured to be used to match your order.
· With the check request, please be sure to include a list of attendees and event flyer or agenda. If this supporting documentation is not obtainable until after event, please send immediately, when available.
· The Foundation will review all documentation timely and reach out to you if more information is needed.
Why are we initiating this change? CAS pays Chartwells based off weekly invoices whether or not the Foundation has obtained proper supporting documentation. This is due to the University, not the Foundation, having an obligation to pay for the services we have received. Over time, charges have been piling up that the University has paid without Foundation’s reimbursement; therefore, the balance owed to us from Foundation continues to grow. Some of the charges at one point this year were greater than 8 months old and crossed fiscal years. This is our (CAS and Foundation) attempt to decrease the lag time between payment to Chartwells and reimbursement from the Foundation.
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