A Foundation Fund Account is an account established within the Baton Rouge Community College Foundation to manage charitable contributions designated for a specific purpose, program, or scholarship in support of the College’s mission.
Each fund is governed by donor intent, applicable policies, and relevant laws and regulations to ensure transparency and responsible stewardship.
Fund Account Administration
Most Foundation accounts have two designated administrators who share responsibility for fiscal accountability, compliance with donor and grant restrictions, adherence to the fund’s purpose, and stewardship of Foundation resources. Use of funds is at the administrators’ discretion, subject to Foundation policies and any applicable restrictions.
Administrator Responsibilities
As a Fund Administrator, you are responsible for the overall management of the account, including:
- Developing and monitoring fund budgets, as needed.
- Ensuring sufficient funds are available before authorizing expenditures.
- Reviewing and approving disbursement requests in line with Foundation policies and procedures.
- Confirming that all expenditures align with donor intent and the fund’s stated purpose.
- Submitting expenditures for payment or reimbursement in a timely manner.
For complete requirements, please review the Fund Account Administration and Disbursement Policy.
Submitting a Payment Request
Expense payments and reimbursements are requested by submitting a Disbursement Request form.
Submission Guidelines
Please keep the following in mind when submitting a request:
- Submit requests promptly upon receiving an invoice or incurring an expense.
- Include supporting documentation for the expense, such as an invoice, receipt, or payment agreement.
- If payment is being made to an individual or vendor for the first time, include the vendor’s W-9. A W-9 is not required for reimbursements.
- Include approval from the appropriate fund administrators.
Processing Time
Payments are typically processed within 10 business days. Please plan accordingly.
Payment Methods
Payments are issued by check or ACH payment. Vendors who wish to receive payment electronically must complete the Foundation’s enrollment form.
Direct Deposit Enrollment FormAdditional Fund Requirements
Professional Services and Contracts
Payments to consultants, independent contractors, and other external vendors providing professional services may require a service contract or signed agreement.
When a contract is required, the Fund Administrator must submit a Foundation Contract Request form with the appropriate administrative approvals, the vendor’s W-9, and ACH Enrollment Form.
Events and Fundraisers
Events, fundraisers, or other activities requiring Foundation staff support or using BRCC or BRCC Foundation branding or promotional materials must receive advance approval from the Foundation’s Executive Director.
Fund administrators may not independently establish merchant accounts, payment-processing accounts, or fundraising platforms to collect funds on behalf of the BRCC Foundation.
Purchasing and Vendors
Fund administrators should exercise appropriate due diligence when selecting vendors and seek competitive pricing when practical.
For purchases of $25,000 or more, competitive quotes or other evidence of market reasonableness should be obtained and documented when feasible. If this is not practical or appropriate, the basis for vendor selection should be documented.
Payments to BRCC Employees
The Foundation does not directly pay supplemental salary or professional service expenses to BRCC employees. Compensation for work performed by a College employee must be processed through the regular LCTCS payroll process. The College may then request reimbursement from the Foundation when Foundation funds are being used.
Questions? For questions related to Foundation funds, please contact Michele Whitaker at whitakerm@mybrcc.edu .