Oregon State University Foundation Systems (OSUF Systems)

Direct Payment System

  • System for directly paying/reimbursing employees, individuals and organizations from OSUF funds for OSU-related expenses
  • Allowable expenses are identified in the OSUF Distribution Policy, Article 6
  • Expenses are often those which are not allowed for payment under OSU policy, i.e. fundraising and alcohol expense

Scholarship System

  • System for creating Scholarship Plans, including those outside of OSUF purview
  • Electronic management of the scholarship distribution process

FS Index Reimbursement System

  • System for reimbursing OSU Indexes or Funds beginning with FS/FE/438/8
  • Only for reimbursing expenses which are allowable on OSU Financial Statements (FIS-400)
  • Expense as it relates to, but not limited to, instruction, research, administration, Extension, outreach programs, and campus infrastructure
More Information about OSUF Systems

logindirect payment system request routing

The Direct Payment System is for processing OSU Foundation (OSUF) payments directly to employees, individuals or organizations. The Payment Request is initiated electronically and is complete when the transaction has been approved and printed.  Printing the Payment Request initiates, the electronic routing of requests to the OSUF Fund Approver and the OSU Foundation.

Which System to use? Direct Payment or FS Index Reimbursement

  • Direct Payment Requests
    • Payment for the expense will be paid directly to the payee (employee, individual or organization)
    • Expense is not allowable for payment by Oregon State University
    • Expense-types paid using the Direct Payment System: Alcohol and Fundraising
  • FS Index Reimbursement Requests
    • Expense is paid through the Oregon State University accounts payable system
    • The Index charged for the expense started with FS
    • An invoice was received and paid directly by Oregon State University
    • The expense is representative of an OSU cost of doing business
    • Expense-types excluded: Alcohol and Fundraising

What types of expense must be paid using the Direct Payment System?

  • OSU non-business expenses (OSU non-allowable expense)
  • Alcohol
  • Travel expenses in excess of allowable Per Diem
  • Excess lodging expense
  • Hosting
  • Flowers
  • Receptions
  • Non-employee gifts
  • Fundraising & Donor Relations

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The OSU Scholarship System is the used for processing ALL student scholarship awards, including those scholarships that are not funded by the OSU Foundation. The Scholarship System is an electronic process, for routing the funding and distribution of scholarship awards. NOTE: The OSU Scholarship System is not a function of the Scholarship Management System (SMS).

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fs index reimbursement request routing

The OSU FS Index Reimbursement System is used for processing OSU Foundation reimbursements to Oregon State University. These expenses are initially paid and processed through OSU’s accounts payable system and recorded using the following Index/Fund types:

  • FSxxxx—OSU Foundation pass-through funds
  • FExxxx and 438xxx—Endowment Earnings
  • 8xxxxx—Plant Construction Funds


Which System to use?  FS Index Reimbursement or Direct Payment*

  • FS Index Reimbursement Requests
    • Expense is paid through the Oregon State University accounts payable system
    • The Index charged for the expense started with FS
    • An invoice was received and paid directly by Oregon State University
    • The expense is representative of an OSU cost of doing business
    • Expense-types excluded: Alcohol and Fundraising
  • Direct Payment Requests
    • Payment for the expense will be paid directly to the payee (employee, individual or organization)
    • Expense is not allowable for payment by Oregon State University
    • Expense-types paid using the Direct Payment System: Alcohol and Fundraising

*See the Direct Payment System for more information

OSUF Reimbursement System Reports
 

OSU Foundation Distribution Policy, Article 5: OSU Foundation Reimbursement Types (pdf)

FS Index Reimbursements: The Foundation reimburses approved OSU business-related expenses through the OSU FS Index Reimbursement System. OSU business-related expenses are generally all expenses reflected on OSU Financial Statements. This includes all expenses related to, but not limited to, instruction, research, administration, extension, outreach programs, and campus infrastructure.

Direct/Personal Reimbursements: The OSU Foundation processes direct reimbursement requests for other OSU non-business expenses, which include expenses related to OSU public relations and fundraising.

OSU Foundation Financial Systems Access Policy (link): This policy covers the guidelines governing OSU access to Financial Edge (FE) and related OSU Foundation reporting systems.