The Ball State University Foundation manages and administers university-related Foundation accounts and funds, therefore purchases that are to be made with funds from a Foundation account are not entered directly into the FRS Purchasing System by departments.

A form titled "Request for Withdrawal of Restricted Funds from Ball State University Foundation" must be filled out, and along with a requisition form (B-9) listing the items to be purchased, be submitted to the Foundation Office. The Foundation Office will complete the application by sending the processed forms to the Ball State Accounts Payable Office where a universal account number is assigned.

The paperwork will then be forwarded to the Purchasing Office where the order will be entered into the electronic purchasing system. The department will receive a copy of the purchase order and upon receipt of goods should submit a signed receiving copy of the purchase order to the Purchasing Office.

The Purchasing Office will enter the receiving information into the electronic purchasing system. Invoices for this transaction should be sent directly to the Accounts Payable Office and should include the purchase order number.