Financial Services Policy 7.1 – Check Writing

Normal Processing

Invoices for payment of goods and services (except payroll) are processed normally within ten (10) working days after receipt of the required documentation in the Office of Accounting Services. Refer to Policy Number 7, relative to Documentation Standards for Expenditures and for Approval of Expenditures. Failure to submit the proper documentation delays the invoice processing and generation of payment. If the incomplete or missing documentation pertains to the Receiving Copy of the Purchase Order, or to an Expenditure Authorization or Petty Cash Establishment/Reimbursement, the individual responsible for the fund is notified and no further action is taken until all documentation is complete. If there is a deficiency relative to the vendor invoice, it is resolved by the Office of Accounting Services and/or the Purchasing Office. If an interdepartmental invoice cannot be paid due to insufficient budget or another reason, the invoice is returned to the campus vendor.

Emergency Checks

If extenuating and non-recurring circumstances create the immediate need for a University check, an emergency check is prepared. Such emergency requests must be submitted on form BANFIN-32, Expenditure Authorization, with supporting documentation to the Office of Accounting Services before 11:00 a.m. The emergency check will be available by 2:00 p.m. on the next working day. The supporting documentation must include a written substantiation of the need for an emergency check.