The Direct Pay Policy will indicate what costs may be paid directly by the Foundation
through a WU-FD Form. Direct Pay will be limited to the following:
Invoices that include alcohol
Charitable giving
Bonuses over $3,000
Name, Image, Likeness royalty payments
The Indirect Pay Policy will update the Foundation's current "Disbursement Policy"
to align with University's policies for travel, food, and hosting.
The Food & Hosting Policy will establish what types of expenses may be paid with what
sources of University funds. It will also establish a process for pre-approval of
food & hosting expenditures.
Winthrop University and the Winthrop University Foundation adopt these policy to strengthen
financial stewardship, reduce administrative risk, and ensure compliance with state
and institutional requirements. The policy is necessary for the following reasons:
Reduce the risk of duplicate payments by ensuring that the University and Foundation do not independently process the same
expense.
Utilize the University’s comprehensive financial systems and internal controls, which are designed to ensure proper documentation, approval, and compliance.
Provide donors with greater assurance that their gifts are used for their intended purpose through consistent, centralized
financial oversight.
Reduce the risk of error and other audit risks by consolidating expense processing within the University’s established financial
framework.
Reduce duplication of effort between University and Foundation staff, improving efficiency and clarity in financial
operations.
Ensure proper tax reporting, including accurate classification of expenses and compliance with IRS and state
requirements.
Comply with State of South Carolina procurement laws, which do not provide procurement exceptions for purchases made with Foundation funds,
thereby requiring University procurement processes to be followed.
These will be finalized in March 2026 and become effective immediately. Communication
will include notifications on Daily Digest, updates to web pages, and a list of day/times
for "open office hours" to discuss the policies and procedures.
Discussion Items from the Business Liaison Meeting on 2/23/26:
Reminder about the Carryforward Policy.
Overview of DRAFT Foundation Reimbursement Policies and the Food & Hosting Policy.
P-Card training is due by 4/15/26.
Only the person responsible for paying for travel expenses should complete a Travel
Authorization form. All other attendees should complete a Liability Waiver.
Question about whether individuals that elect to pay for their own lodging personally
while traveling on business may stay at a VRBO/AirBnB. Response forthcoming.
Are you an employee of Winthrop University with responsibilities like purchasing,
booking travel, budgeting, and invoice handling? We can fast track answers to your
most common questions here:
The Budget Committee is responsible for making budget recommendations to the President's
Cabinet. Its membership is comprised of faculty, staff, and a student representative.
Learn more from theBudget Committe Charter.
E-mail invoice toaccountspayable@winthrop.edu, include PO#, and include a confirming statement from the responsible party, like:
“I confirm that the goods and/or services were satisfactorily received. I approve
this invoice for payment.”
Don't have a PO#? See more information here for options.
The privilege to participate in the P-Card Program is limited by the availability
of P-Cards within a department and depends on continuous compliance with program requirements.
If you are reviewing your revenues and expenses and see that there is a charge that
hit a wrong fund code, org code, account code, program code, or activity code, then
you can email controller@winthrop.edu to request a journal entry.
However, if the revenues and expenses are in the right place, but the budget is not, then you can email budgetoffice@winthrop.edu to request a budget transfer.
