When to use a Check Request by S5P07V

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									                                                                                                BUSINESS SERVICES PROCEDURES
                                                                                                          GENERAL ACCOUNTING




                                          When do I use a Check Request?



      USE A CHECK REQUEST                                                  SPECIAL INSTRUCTIONS:
           WHEN/FOR:

Memberships and renewals, Notary fees           Attach renewal invoice and one copy of that invoice; include identifying account
and renewals, Subscriptions and                 number or invoice number on the face of the check request
renewals
The purchase order Vendor does not              Be sure to note the purchase order number at the bottom of the form where
provide an invoice                              appropriate; if we do not know it is a purchase order charge, we can not input it
                                                correctly and you will find yourself with an encumbrance remaining that you thought
                                                you had spent!
The vendor does not accept purchase             Please note on the face of the check request that the vendor does not accept
orders                                          purchase orders. Include two copies of a letter or completed order form to be
                                                attached to the check; you must show the descriptions and price of items being
   (proposed expense is $25 or more)
                                                ordered and a statement as to the shipping address. Please include an
                                                advertisement or printout of web page documenting the correct vendor name,
                                                ordering address, and pricing.
Reimbursement to College employees              For reimbursement of expenses purchased by an employee on behalf of the College
                                                with the prior authorization of the Budget Supervisor and in accordance with the
                                                Board Rule governing Purchasing. Attach original, unaltered itemized bill of sale or
                                                cash register receipt (photocopies and/or altered documents are unacceptable).
                                                Not for reimbursement of travel expenditures; use the Travel Reimbursement
                                                Voucher (TRV) or Foreign Travel Reimbursement Voucher (FRV) and refer to the
                                                Board Rule regarding Travel and the Travel FAQs on the Business Services
                                                website. You may not submit a check request for payment of registration fees to be
                                                made directly to the organization or agency
                                                Note: Purchases must be for a minimum of $25, in accordance with
                                                good purchasing practices, and in the College’s best interest.

                                                Not reimbursable via check request: tips or alcoholic beverages; no items which
                                                enhance or become part of a piece of equipment.


Registration Fees                               The check is made payable to the traveler, not to the vendor providing the training or
                                                conference; attach appropriate documentation (copy of the registration form); See
                                                the Travel Reimbursement section below for details




AMY LOCKHART, SENIOR ACCOUNTANT, EPISVC                                                           JULY 2004
341-3253 or mailto:lockhart.amy@spcollege.edu                                                  Revised 12/2010
                                                                                                 BUSINESS SERVICES PROCEDURES
                                                                                                           GENERAL ACCOUNTING




      USE A CHECK REQUEST                                                   SPECIAL INSTRUCTIONS:
           WHEN/FOR:

Petty Cash Fund replenishments                  Each campus maintaining a Petty Cash Fund must submit the replenishment form at
                                                least bi-weekly with all appropriate itemized, paid receipts attached. It is the
                                                responsibility of the Budget Supervisors to approve expenditures and provide
                                                correct costing information. It is the Petty Cash Fund custodian’s responsibility for
                                                ensuring that reimbursements comply with the BOT Rules and Procedures, and
                                                reconciling the Petty Cash Fund not less than weekly. Business Office Managers at
                                                each site are responsible for following the Petty Cash procedures found on the
                                                Business Services website. Incorrect costing information will be changed at input
                                                whenever possible; inappropriate expenditures will be deducted from the total
                                                reimbursements and returned to campus with an explanation. There is no provision
                                                in the Board rule for advancement of Petty Cash funds for any reason.
                                                Grant or contract restricted funded expenditures must be approved by the
                                                appropriate Grant Accountant or Facilities Accountant prior to the use of petty cash
                                                funds. Purchased items consisting of computer equipment, peripherals,
                                                maintenance or software must be approved by the VP of IS prior to the use of petty
                                                cash funds. A record of verbal or written approval (i.e. via email, etc) must be affixed
                                                to the Petty Cash Voucher form. The Grant Accountant, Facility Accountant and VP
                                                of IS must have indicated signature approval when the Petty Cash Replenishment
                                                request arrives at Financial and Business Services, General Accounting, EPISVC.
Check Cashing Fund replenishments               Provide the deposit number and batch number on the face of the check request
                                                form. No replenishment may be made in advance.
You failed to obtain a purchase order           Accounts Payable will contact you with a request for a check request when they
prior to requesting a vendor to perform         receive an invoice for goods or services where no purchase order was issued or
services and/or provide goods                   when the purchase order date occurs later than the vendor’s commencement of
                                                services. You will be asked to write a letter to the attention of the Associate Vice
                                                President of Financial and Business Services explaining why you failed to follow
                                                proper procedures, and must attach that letter to your check request
                                                         The President’s sole designee for purchasing is Paul Spinelli, the
                                                         Director of Purchasing, who has the only right to commit the College
                                                         to purchases. You may be held responsible for failing to follow
                                                         College procedures by not obtaining a purchase order before the
                                                         vendor’s commencement of services...
Your purchase order is overspent                The purchase order authorizes you to spend up to a certain amount (within certain
(over liquidated)                               guidelines – see the Purchasing Guide on the Business Services website and the
                                                Board Rule governing Purchasing). If, due to last minute change of scope, poor
                                                planning or recordkeeping, or for whatever reason, you have overspent your
                                                purchase order, you will be asked to provide a check request to cover payment of
                                                the unapproved funds. The vendor’s invoice or other supporting documentation
                                                should be attached. Depending upon the severity of the overspending, you may be
                                                asked to write a memo to the Associate Vice President of Financial and Business
                                                Services to explain why you failed to monitor your purchases.

AMY LOCKHART, SENIOR ACCOUNTANT, EPISVC                                                            JULY 2004
341-3253 or mailto:lockhart.amy@spcollege.edu                                                   Revised 12/2010
                                                                                             BUSINESS SERVICES PROCEDURES
                                                                                                       GENERAL ACCOUNTING




Where do I get the form(s) and how I do I know I have the most current form?
The check request form is available online on the Business Services website. The most current forms will always
be on the Business Services website. Paper forms are updated less frequently, but should be close in date to
that shown on the website version in the lower right corner of the form.


                           We recommend destroying old and obsolete forms so that your routing
                                                information is current.
                          To assist you in verifying whether your forms are current, the following forms
                          should be destroyed:
                                 o If your paper check request indicates the college’s name as “St
                                   Petersburg Junior College;”
                                 o If your paper check request does not contain a large block in the
                                   upper right corner labeled “For Accounts Payable Use Only;”
                                 o If your check request contains instructions on the rear of the pink
                                   copy (these are more current than many others, but are out of date);
                                 o If your paper check requests does not request accounting information
                                   in the format of G/L Account (6), Fund (2), Deptid (8), Program/Site
                                   (5), Project (15), Grant (10) and Class (5).




Where do I get help to complete the form?
There are printable instructions on the Business Services website as well as an example to follow. The
instructions are numbered according to numbers you’ll find on the example.
If you still have questions after you’ve read the instructions, please contact any of the below, depending upon the
nature of your question:
     1. Paul Spinelli, Director of Purchasing (mailto:spinelli.paul@spcollege.edu) when your question pertains to
        how to make a purchase;
     2. Kate Wence, Senior Accounting Specialist – Accounts Payable (mailto:wence.kate@spcollege.edu)
        when your question involves payment;
     3. Mike Meigs, Director of Student Accounting and Business Systems
          (mailto:meigsm@spcollege.edu) when your question involves student refunds, petty cash,
          accounts receivable, collections or other student related issues.




AMY LOCKHART, SENIOR ACCOUNTANT, EPISVC                                                        JULY 2004
341-3253 or mailto:lockhart.amy@spcollege.edu                                               Revised 12/2010

								
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