UPDATED: May 2008

P506R

DISBURSEMENT OF CHECKS

Issued by: Office of the Vice President for Finance & Administration
Replaces: Policy 48, July, 1981, PR385, March 1979
Approved: May 2008


The Controller is responsible for the approval of all procedures related to disbursement of monies at the University. The Bursar's Office is responsible for the disbursement of all checks except payroll checks.

· Each check must be signed for by the individual to whom it is released. Checks will be released to payees or authorized designees only on presentation of valid photo identification.

· Designees of non-University employees must present written authorization from payees.

· By memorandum to the Bursar, other individuals may be designated to pick up checks on a one-time basis. Such memoranda must be written on departmental letterhead, signed by a department representative and specifies the payee and type of check.

· Travel advances will be released to the payee or authorized signer with proper identification and signature on the "Application and Account for Travel Advance" form.

Mailing Checks

The mailing of checks will be governed by the following:

· Checks will not be mailed to an on-campus address.

· Checks for establishment or reimbursement of Petty Cash Funds will be released to Custodian of the Fund only.

· Checks, including honoraria, will be mailed directly to the home addresses of consultants or speakers. Exceptions require the prior approval of the Controller.

· Payments to vendors will be mailed directly to vendors.


INQUIRIES/REQUESTS:

Office of the Bursar
Room 261, Administration Building
631-632-9315