Purpose  Scope Policy Procedure Appendix A:          Appropriate Use of         Check Requests Check Request Form   Form Instructions   Adobe PDF Form     (Fill in on-line and print for signature.) Adobe PDF Form      (Print; fill in by hand/typewriter.)

Effective May 1999, Check Request forms are available in PDF format.    Two-part Check Request forms may be ordered from Printing Services. Revisions effective 10/21/98 are indicated by  .  Key revisions include: Special rules apply to the use of Check Requests for reimbursement of postage.  See Appendix A for instructions regarding  postage stamp purchases. Minor  revisions have been made to this policy to change title of Associate Director of Accounting to Associate Comptroller. Other minor revisions are also indicated by  .

Purpose

Sets forth policies and procedures for payment of goods and services not covered by purchasing, travel reimbursement, or petty cash procedures.

Applies to all university departments and activities.

1.    Appropriate Use of Check Requests.

Check Requests provide departments with needed flexibility to make payments that are not subject to purchasing, travel reimbursement, or petty cash payment procedures.   Special rules apply to the use of check requests for reimbursement of postage.

See Appendix A  for transactions that are appropriate under this procedure.

2.    Misuse of Check Requests.

The Check Request form should not be used to circumvent standard university procurement procedures. Recurrent non-compliance will be referred by the Accounting Office to the Associate Vice Chancellor for Business Affairs.

3.    Prompt Payment of Obligations.

Sound financial practices and university policies require that all obligations be paid by the payee due date. The university cash management policy also requires the timing of payments to maximize discount benefits and avoid early payment.
• Accounting will process payments 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 Associate Comptroller.  Departments will be required to provide justification for such requests.

4.     Mailing of Checks to Payee.

Normally university checks are mailed by Accounting 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.

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.

Procedure ACG 1.50                                                             Effective: Oct. 21, 1998

Appendix A.     Appropriate Use of Check Requests            Supersedes:  April 7, 1998

 

_{Check Request                         Additional
   Transactions                           Instructions}

REFUND OF RECEIPTS
Refund of receipts that were posted to a UNCW revenue account (object 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 Central        Stores or on 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 Central Stores or on state contract.  (See CSH 1.20.)	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 ACG 2.40.)	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 TRA 1.12.)	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 PUR 1.40)	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 ACG 1.75.)	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 ACG 2.00.)   -  Prepayment of registration fees for workshops seminars, etc.   (See  Procedure TRA 1.15..)	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.

 

Instructions for Preparation of Forms                             Effective:     May 10, 1999

Name of Form:        Check Request                                 Supersedes:  December 18, 1998

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.