All BPS staff, parents, and partners are welcome to use BEDF as a fiscal agent to account for grants from foundations, corporations, and private individuals.  BEDF charges no management fee. 

To open an account: Mail or hand deliver the donor's check either made out to BEDF or signed over to BEDF on the back of the check. At the same time provide:

PURCHASING  - USE Tax Exemption #222-51-4422

Use the BEDF Payment Form and attach appropriate documentation.  We promise one week turn around for  mailed payment requests. 

1.  Order goods and services from a company and send BEDF the original invoice along with the Payment Form.  This is the way most schools handle their BEDF purchases.  Be sure to give your address as the shipping address and billing address.

2.  Pay cash for goods (not services) and get reimbursed.  Save the receipt.  No reimbursements without an original receipt.  Use you own money or use your school activity account.  Don't pay taxes.  Use BEDF's tax number above.

3.  Charge goods (not services) to your own charge card and get reimbursed.  Save the receipt, and use your credit card monthly statement, as documentation.

4.  Get a check from BEDF in advance of purchase by getting a firm, exact price quote on the vendor's letterhead.  When desperate, come to the BEDF office in person and we will write you a check if you have the appropriate documentation and you are the signer.

PAYING PEOPLE

Individuals paid through BEDF are considered employees of BEDF by the IRS.  Therefore, all individuals paid through BEDF will have taxes withheld from their paycheck and your account will be charged for the employer's share of their taxes (FICA, state unemployment, workman's comp insurance), a total of 13%.  For example, if the individual earned $100, s/he will receive $100 less the appropriate amount for her/his tax bracket and your account will be charged $113.  Individuals will be paid every other Friday based on Payment Requests received the Monday before the pay date.  For the payment schedule dates call 617-635-9302.

1.  Pay individuals using the BEDF Payroll Request form.  If it's the first payment to the individual, attach a W-4 form for tax purposes.  Only bona fide (IRS determined) consultants may be paid on 1099 forms.

2.  If you are paying several individuals, use one form stating the total of payments and attach the list of names, addresses, and Social Security numbers for each, W-4 forms for new hires and the dollar amount for each individual.

3.  If you are awarding a scholarship or honor, no taxes are due.  Instead of the W-4, list the individual's social security number on the Payment Request Form.  Also submit a memo signed by the Principal/Headmaster explaining the nature and source of the scholarship of honor.

To change authorizations:  Grants are made to schools, not to individuals.  If school leadership changes, notify BEDF in writing of the change in authorization and provide a signature of the newly authorized individual.  Have the outgoing person sign off.

To get information about an account:  You will receive a monthly statement of your account, and may call at any time for additional statements or information.

To provide donors with reports on individual accounts:  Providing donors with information about individual accounts is the responsibility of the authorized individual.  Use BEDF monthly statements or your own manual records, or call BEDF for a complete statement of the account.  Keep your funds in separate accounts for each donor if you want to make donor reporting easy for yourself.

There is no need to close an account.  The account closes when the money is gone.  Spending within the donor's time limit is the responsibility of the authorized individual account holder.

For inquiries, please call Debbie Merry at (617) 635-9019

BEDF is located in the BPS Development Office - 6th Floor, 26 Court Street, Boston, MA  02108