Using Multiple Funding Sources

Using multiple funding sources for the purchase of a good or service is permitted.

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You can split your purchase order across state, Research Foundation (RF) and UB Foundation (UBF) funds. These directions apply to all split-funded purchases processed by Purchasing and Contract Services and/or Sponsored Projects Services.

Know the Sponsor’s Policy Before You Purchase

It is important to know the sponsor’s policies regarding title or ownership of items being purchased with Research Foundation (RF) funds prior to purchasing with multiple funding sources.

Requirements

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  • If any amount of state funds (even as little as $1) is used to purchase equipment, title vests with the state and the item will be recorded in the Real Asset Management (RAM) System as state equipment.
  • Purchases may be split between the state and RF only if sponsor policy allows title to the equipment to ultimately vest with the RF and/or state.  If title must vest with sponsor, the purchase may not be split.
  • Equipment items for which title vests with the state:
    •    may not be transferred from state control
    •    may be used as a trade-in only toward the purchase of other state-funded equipment.
  • Project directors are encouraged to consider the possibility of separately purchasing stand-alone components of a system rather than split funding the cost of the system.  RF-purchased components can be transferred from RF control, however, state-purchased components cannot be transferred from state control.
Exact Splits Between Accounts

Due to some suppliers' financial accounting systems, it may be difficult to do exact splits.  Please contact the purchasing agent for assistance.

Ordering Procedure

Applicable rules and regulations (sole source, bids, etc.) must be followed as appropriate for the dollar amount of the item being purchased.

  1. Create multiple requisitions, one for each funding source (RF, UBF, state) account. The notes or comments field of each requisition should state that the purchase will be split between funding sources and how you would like it split. Reference the other requisition numbers.
  2. For eReq purchases, Purchasing submits the Research Foundation eReq to Sponsored Projects Services for approval first.  For ShopBlue purchases, the Research Foundation requisition is reviewed by Sponsored Projects Services before being routed to Purchasing.
  3. Sponsored Projects Services reviews the RF requisition to verify appropriateness of the purchase and ensures that split funding is allowable under terms of the grant.
  4. Upon receipt of RF requisition or PO approved by Sponsored Projects Services, Purchasing submits the state and/or UBF requisitions.
  5. Purchasing sends cross-referenced purchase orders to vendor at the same time.
  6. If the purchase qualifies as equipment, Asset Management will record the equipment as a state asset. Research Foundation or UB Foundation contribution amount, purchase order number and award number will be noted in asset record.