Electronic Funds Transfer _EFT_ by chenshu

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									Check Requests 101




Office of the Controller


      February 2010
        Three Types of Payment
                                      Purchase Order

                              Check Request      P-card
• Purchase Orders are
  processed by Materials
  Management (Purchasing).

• P-card purchases are processed by
  Materials Management (P-card
  Office)

• Check Requests are processed by Controller’s
  Division (Accounts Payable)
     Payment Method Guidelines
                                    ?

           Purchase Order        P-Card         Check Request


• Which Payment Method to Choose?
      • “HOW TO PURCHASE” Matrix:
      http://www.mcg.edu/supply/purchasing/documents/HowToPurchase.pdf


• Main Points:
  – Purchase Orders often REQUIRED
  – P-cards ENCOURAGED (Efficient and easy way to pay!)
  – Check Requests only when P.O. or P-card can’t be used
                             RULES
• PURCHASE ORDERS:
   – Purchases over $5,000
   – Commitments with multiple payments
   – Equipment (Capital Assets) > $999
   – All Computers
   – Trade Vendors (Supplies, Small Value Equipment, Chemicals, etc.)
• P-CARDS:
   – EVERYTHING POSSIBLE !!!
   – No Services (e.g. Consultants, Accountants, Caterers, etc.)
   – No Food
   – No Travel (Conference Registration and Training Fees O.K.)
   – No Computers (Peripherals O.K.)
   – No Assets > 999
   – No Hazardous Materials
   – No Gift Cards
• CHECK REQUESTS:
   – General: Reimbursements and Single Payments for Services.
        NOT for purchasing goods or equipment !!!
   – Expense Reimbursements - Travel, Flexible Spending, Food (if allowed!!)
   – Consultants, Honoraria
                 Check Request Process
• Check Request Template - Forms Repository:
   https://my.mcg.edu/portal/page/portal/forms
• Provide documentation (“justification” section and/or attachments)

• Sign it !!!

• Approval by Supervisor or Department Head. Not self approved.

• Checks must be coded with complete account (CFC):
   www.mcg.edu/comptroller/documents/acctcodelist.pdf




Prepare
 Check      Attachments         Get          Mail to    Budget    A/P Approves,
Request      Required?        Approval        A/P      Checking   Pays & Mails
                           DETAILS
• Attachments Sometimes Required (See Forms Repository):
   – For payment to ANY new payee if for services: W-9 Form
   – For payment to an individual for Services:
      • Service Agreement Request (SAR)
      • Employee/Independent Contractor Determination
        Checklist
      • University System Employees Consultant Agreement
        Between Institutions
        (if individual is an employee of another institution in the University
        System)

   – If check needs to be personally delivered to vendor:
     Accounts Payable Vendor Check Release Form
     Policy requires vendor checks be mailed; Employees and students may
     pick up personal checks in person with i.d.)
      Unique Business Processes (NOT check requests)
   Moving Expenses                  Study Subject Compensation
• Responsible Office: Human       • Payment Method - Checks:
  Resources                            – Responsible Office: Division of
                                         Sponsored Program Administration
• Paid through Payroll
                                       – Research/DSPA Forms Repository:
• H/R Forms Repository:                    • Research Subject Check Reimbursement
   – Relocation Expense                      Form (preprinted; available in DSPA)
     Authorization Form                    • Research Subject Payment Transfer Form
   – Requests for                 • Gift Cards (Project Cash Funds):
     Reimbursement of
                                       – Responsible Office: Controller’s Division
     Relocation Moving
                                         (approved by DSPA)
     Expenses
 Georgia Health Sciences or MCG Foundations
 • Disbursements normally made using standard MCG payment methods (P.O. /
 Check Request / P-card) using an MCG established non-sponsored project id.
 • If MCG can’t process payment (due to State purchasing or budgetary restrictions),
 submit check requests directly to foundations using their unique forms.
 (Foundations are separate legal entities with their own business processes.
           More Information
          Office of the Controller Web Site
          http://www.mcg.edu/comptroller/ap.htm
     Donna Rayner                     Kristin Berthold
Accounts Payable Manager      Director for Financial Operations
   drayner@mcg.edu                     krust@mcg.edu

                  FORMS REPOSITORY:
     https://my.mcg.edu/portal/page/portal/forms

                  POLICY REPOSITORY:
             http://www.mcg.edu/policies/

								
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