1.    Submission of Check Request

• To process a request for payment under this procedure, submit a completed Check Request to the Associate Comptroller.
• 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 Accounting to process the check by the payee due date. Three 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 Associate Comptroller.
• Check Requests that are not legible or not properly completed, signed, and/or accompanied by appropriate documentation will not be processed by the Accounting Office and will be returned to the originating department for correction, thus delaying the processing of the Check Request.

2.    Error Correction

•   If errors are found after a Check Request has been submitted to Accounting, but before payment has been made, notify the Associate Comptroller immediately.
•   To correct errors found in departmental reports after payment is made, send a memorandum to the Associate Comptroller.

 

Check Request	Additional
Transactions	Instructions
REFUND OF RECEIPTS
Refund of receipts that were posted to a UNCW revenue fund (account code 0XXX) back to the agency originally making payment	Indicate receipt number.
REIMBURSEMENT TO EMPLOYEES
Reimbursement to employee for pre-approved out-of-pocket purchases: Item(s) purchased:     - Must cost between $50.00 and $150.00,  AND     - Must not be available through state contract   Note:  Employees may be reimbursed via petty cash for purchases of $50.00 or less which are available locally but not available from on state contract. (See 05.142.)	Contact Purchasing Svcs. by telephone for verbal approval before making the purchase If approval is given, the employee will purchase the item(s) out of the employee's own funds. Purchasing will mail a Check Request Authorization to the requesting department; or if desired, the employee may pick up the authorization from Purchasing. Attach the Check Request Authorization and the original receipt or paid invoice for the item(s) purchased.     Exception for postage stamp purchases: Before making the purchase, submit a written request to thte Comptroller for approval.  Indicate the reason, the purpose, and amount. Attach the approval and the receipt to the Check request when submitting it for reimbursement. Petty cash may not be used to purchase stamps.
Reimbursement to employee for pre-approved business entertainment expenses:   (Subject to all guidelines in Procedure 05.107.)	Attach approved Business Entertainment Expenditures Documentation and original receipts.
OTHER PAYMENTS TO EMPLOYEES
Travel advances for eligible university employees:   (Subject to all guidelines in Procedure 05.178.)	Attach approved Travel Authorization.  Reason for the travel advance must conform with situations where travel advance is allowed (e.g., lost charge card, employee is not eligible for charge card, etc.).
PAYMENTS TO OTHER INDIVIDUALS            (not university employees)
Payment for personal services performed by non-state employees:   Personal services performed by individuals who are not employed by the State of North Carolina.       (Subject to all guidelines in Procedure 05.156)	Attach a completed Independent Contractor Payment Certification.
Payment for services performed by an employee of another state institution or agency:	Attach a completed Dual Employment Certification form, which can be obtained from the UNCW Accounting Department. Payee is the primary employing institution, and amount to be paid is the agreed rate plus the employer's portion of Social Security.
Stipend payments for non-state employee:      Stipend payments for an individual under a fellowship or training grant, who is not an employee of the State of North Carolina     (Subject to all guidelines in Procedure 05.108.)	Attach a completed Stipend Payment Certification.
VENDOR PAYMENTS
All subscriptions:	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.
Registration and general items:   - Memberships and institutional dues   (Subject to all guidelines in Procedure 05.112.)   -  Prepayment of registration fees for workshops seminars, etc.   (See  Procedure 05.181.)	Attach original and one copy of registration forms, order blanks, or other information to be mailed to the payee.  For registration fees, indicate Travel Authorization number, traveler's name, and description of workshop, seminar, etc.
Payment for "after the fact" purchases:       The purchase has already taken place. (Recurrent use of this option will be referred to Assoc. VCBA.)	Attach a letter of justification signed by the person responsible for the expenditure, explaining why proper purchasing channels were not followed.  Attach the original invoice or receipt. Obtain Purchasing Svcs. approval on Check Request before forwarding to Accounting.

 

A.    Where to Obtain Forms

The following options are available:

• Order two-part NCR forms from the U-Business Web site.
• Fill out a PDF form on-line and then print for signature.
• Print a blank Adobe Acrobat (PDF) form and fill out by hand or typewriter.

• Print or type the requested information on the Check Request.
• All supporting documents must be attached, and the reason for requesting payment must be given.
• See Appendix A for special documentation requirements.
• Accounting will return the form to the originating department without processing if the form is not legible or properly completed or documented.

•   Send the original with all supporting documents to the Associate Comptroller.
• Retain a copy of the Check Request for departmental records.