Business
and Financial Policies and Procedures-University Controller’s
Office
SECTION 3 – Check Requests
Download
Check Request Form
Effective Date: July 1, 2002
Business Function or General Statement
Check Requests provide departments with needed flexibility
to make payments that are not subject to purchasing procedures.
See Appendix A for transactions that are appropriate under
this procedure and additional instructions.
Misuse of Check Requests
Check Requests should not be used to circumvent standard
university purchasing procedures. Recurrent non-compliance
will be referred by the Controller’s Office to the
Associate Vice Chancellor for Financial Services.
Prompt Payment of Obligations
Sound financial practices and university policies require
that all obligations be paid by the payee due date. The
university also strives to time payments to maximize discount
benefits and avoid early payment.
- Payments
will be processed by the date required by the payee.
- Check
Requests requiring payment earlier than the payee due
date should be documented with an adequate reason for
early payment.
- Requests
for overnight or demand checks should be directed to the
Accounts Payable Supervisor. Departments will be required
to provide justification for such requests.
Mailing
of Checks to Payee
Normally university checks are mailed to the payee. Justification
must be provided on the Check Request if the check is to
be returned to the department for mailing or if anyone other
than the payee is to receive the check.
Procedures
Submission of Check Request
To process a request for payment under this procedure, submit
a completed Check Request to the Accounts Payable Office.
(317 HFR)
Attach sufficient documentation to support the reason for
the expenditure and the amount requested. Refer to Appendix
A for documentation requirements for specific transactions.
Submit the Check Request in sufficient time to allow the
Accounts Payable Office to process the check by the payee
due date. Five working days are normally required to process
a check after receipt of the Check Request unless there
is an extreme emergency. Emergency requests for overnight
or demand checks (with sufficient justification) should
be directed to the Accounts Payable Supervisor.
Check Requests that are not legible or not properly completed,
signed, and/or accompanied by appropriate documentation
will not be processed by the Accounts Payable Office and
will be returned to the originating department for correction,
thus delaying the processing of the Check Request.
Error Correction
If errors are found after a Check Request has been submitted
to the Accounts Payable Office, but before payment has been
made, notify the Accounts Payable Supervisor immediately
at Ext. 3106.
To correct errors found in departmental reports after payment
is made, send a memorandum or email to the Accounts Payable
Supervisor.
Appendix A
Appropriate Use of Check Requests
Effective Date: July 1, 2002
General Documentation Requirements
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Check Request Transactions
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Additional Instructions
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Reimbursement to Employees
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Reimbursement to Employees for out-of-pocket purchases:
Item(s) purchased:
AND
- Must not be available on State Contract
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Attach original receipt for the item(s) purchased.
If employee being reimbursed is the accountable officer
for the account being charged, the administrator next
in line must approve the reimbursement.
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Payments to Other
Individuals
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Research Participants and Cash Prizes and Awards
to Non-Employees:
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- Must provide a brief description of the purpose
of the prize or award or of the research subject on
line 4.
- In order to comply with IRS 1099 reporting regulations,
the recipient’s social security number or federal
identification number must be provided.
- Signature of the recipient of the prize or award
or the research participant must be obtained.
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Refunds of Receipts
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Refunds of receipts back to the agency or individual
who originally made the payment:
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- Indicate original receipt number.
- Indicate original account number and revenue object
code (0xxx) that were credited. This account and object
code must be charged with the expenditure.
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Vendor Payments
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Subscriptions and Publications:
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- Attach original and one copy of order form to be
mailed to the payee.
- Subscriptions and publications must be shipped to
a campus location and may not be sent to a home address.
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Registration Fees for workshops, seminars, and conferences:
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- Attach original and one copy of registration form
to be mailed to the payee.
- Include traveler’s name and description of
workshop, seminar, or conference.
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Memberships & Organization Dues:
Subject to all guidelines in University Policy #2
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- Attach original and one copy of membership form
or other information to be mailed to the payee.
- Approved signatures should be as follows:
- Individual Memberships — Vice Chancellor
- Departmental Memberships — Dean or
Director
- College and Division Memberships —
Vice Chancellor
- Institutional Memberships -- Chancellor
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Grant Disbursements:
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- Attach original and one copy of original invoice.
- Must be approved by the Director of Contracts and
Grants.
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Other General Items:
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- Attach original and one copy of original invoice.
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