External Private/Kean Foundation Award Management

1. KUF - Holds donor funds and reports on available funds and usage guidelines.
2. ORSP & OST are notified of funding through the Notification of Award Form
3. ORSP  Grant Accounting
   1. Establishes budgets in Colleague Project Accounting and provides Project ID numbers for the new accounts
   2. Requests access for PI
   3. Processes budget amendments, as requested by the PD
4. OST - informs the PI that the cost center has been established for the award and shares the KUF guidelines on spending the funds. OST will work closely with the PI to ensure that he/she understands the award budget, the sponsor’s requirements, and allowable expenses.
5. Project Director (PI)
   - Confirms available balances associated with Project IDs and object codes
   - Requests budget adjustments as necessary
   1. Initiates purchase orders in ESM using the project ID number and cost center number, and receives items in ESM
      - Submits invoices to AP for payment
   2. Once PO is approved, receive the goods and services in the ESM system, and send the invoice to AP at acctspay@kean.edu for payment to be issued to the vendor.

• ORSP confirms the amount of funds available with KUF and establishes budgets in Colleague.
• KUF is billed twice a year in June and December for amounts spent and reimburses Kean
• Each new fiscal year, on July 1, new funds will be made available, and any unspent funds from prior fiscal years will be rolled over.
• Departments and programs may initiate expenditures in ESM on a rolling basis.

All purchases must comply with the University’s purchasing guidelines and the State of New Jersey’s laws and regulations. 

For purchasing needs, such as materials and supplies, there are several ways to complete purchases through the procurement and supplier invoice processes. 

PDs are encouraged to review information on the Procurement Services web page, including, but not limited to, bid thresholds and existing University Contracts for procurement requisitions.

The Procurement Training Guides provide information on the policies and procedures for procuring goods and services, as well as instructions for using Kean’s “Punch-Out” catalogues for several existing University Contracts.

All procurement must be processed through ESM, and gift cards require prior authorization before purchasing (see Gift Card Guidelines). 

Use Blanket Purchase Orders (BPOs) for repeat purchases (e.g., contracts). 

Prefer approved vendors. New vendors must submit a W-9 and, if necessary, a Business Registration Certificate (BRC). 

Unallowable Costs Include: Alcohol, entertainment, unapproved travel, and purchases before or after award dates. 

1. Create a requisition in ESM. (See Procurement for official training.)
   1. Some items require prepayment, which means that the requester will upload documents in ESM (i.e., memberships, 50% payment for guest speaker, etc.).
   2. Special delivery instructions (i.e., specific individual in STEM building etc.) should be indicated whenever necessary.
2. Wait for all authorizations/approvals.
   1. It typically takes 7 to 10 days, depending on the number of required approvals. A
3. Purchase Order is created by Purchasing after all approvals are granted
   1. Purchasing is responsible for issuing a P.O. to the vendor
   2. Purchasing sends a copy of the purchase order to the department
   3. The department/requester can verify the status of the P.O. at any time through ESM
4. Vendor ships goods to the university and sends an invoice to General Accounting/Department
5. The department accepts the invoice in ESM when the products are received 

6. General Accounting remits payment to the vendor. 

   1. Check # and date issued can be verified in KeanWise Project Accounting
   2. Checks are typically sent as a group once a week by General Accounting

   NOTE: After inputting a requisition, allow for a minimum of three weeks for the vendor to receive the purchase order. 

Gift cards can only be purchased if:

• They are for participant incentives or are sponsor-approved.
• The cost is included in the grant budget and is allowable.
• Max value per card: $100

Your departmental support places the order using the departmental Amazon Business account (not through ESM). PO’s through ESM are only used for the campus Barnes and Noble Bookstore gift cards. 

Approval Steps

Two sets of approvals are required.

1st Approval: Fill out the electronic Gift Card Authorization form, wait for the VPR approval, and retain the copy.

2nd Approval: Email the approved gift card authorization form to those listed below:

• Jennifer Strahan (jestraha@kean.edu)
• Yelena Khaytin (ykhaytin@exchange.kean.edu)
• Copy Judy Pavese (jpavese@exchange.kean.edu)

ORSP
postaward@kean.edu

OST
Marshall Hayes, Executive Director
Email: marshall.hayes@kean.edu

Office Phone: (908) 737-3447 

Kean University Foundation 

Jessica Minkoff 

Email: jminkoff@keanfoundation.org