Requests for Urgent Checks

Payment Policies and Procedures

Effective Date: July 1, 2009

Board Approval: June 9, 2009

To provide procedures for requests for urgent checks.

Review request for availability of budgeted funds.
Complete the Check Request form, including all fields. In the price section, include all related costs (shipping, handling, etc.).
Substitution: If the request is for a prepayment requiring an internal approval form (like a travel advance request), or if an invoice has already been received (like for a subscription or membership), the internal form and invoice can be substituted for the check request.
If the purchase is for information technology goods or services, determine that approval has been obtained from the Information Technology Department.
Attach a copy of the billing to the Check Request form.
Verify the proper account code number and sign the Check Request form.
Obtain all appropriate approval signatures on the form.
Hand carry all copies to the Fiscal Operations Department and indicate that an urgent check is necessary.

Review request to determine compliance with policies and procedures, including: price quotes, State contract number, appropriate accounting information, completeness, budget availability, proper authorizing signatures, and compliance with contracts, grants, and other legal requirements.
If not acceptable: Return to Requestor with an explanation.
If acceptable: Forward all copies to Accounts Payable indicating that an urgent check is necessary.

Give a copy of the Check Request form to Shipping and Receiving for tracking purposes.
Return a copy of the Check Request form to the Requestor indicating the purchase has been approved.
Enter information into the Accounts Payable system to generate a check.
Run check batches and mail checks as soon as is practicable (urgently).
File check stub in the vendor payment file with the white copy of the Check Request form and other documentation attached.