Disbursement Services Section (APY)
POLICY 5
Effective Date: 03/01/1998
Last Modified Date: 01/17/2007
Special Instructions
Checks Are Sent the Day after Issue
Efficient and effective financial controls are an important tool in the University's efforts to safeguard its resources. Proper control over receipts and disbursements is essential for any organization. The University writes a large volume of checks, and one of the methods currently available to safeguard against check fraud is a banking tool called Positive Pay. The Positive Pay process allows the Finance Division to review information on suspect checks and authorize "pay" or "no-pay" decisions. The Positive Pay process will help prevent check fraud and offer additional protection for University disbursements. The process to update the outstanding check file will occur overnight, so checks will be released by Disbursement Services the day after the checks are written. Questions about the release date of a University check can be directed to Disbursement Services, at 843-5098. Other questions about the Positive Pay program can be directed to Accounting Services at 962-5732.
How Checks Are Sent
Checks will be mailed to the payee at the address indicated on the requesting document. Checks will not be returned to requesting departments for mailing or delivery, except for selected types of payments, such as stipends, honoraria, court fees, advances, and insurance premiums. If the check is to be delivered to someone other than the payee, select the "Notepad contains special instructions for Disbursement Services" button on the online Check Request and state to whom the check should be sent.
Undelivered Checks
Checks that are returned to the requester for delivery to the payee and subsequently not delivered should be returned to Disbursement Services for cancellation. Do not allow undelivered or unidentified checks to accumulate. Call Accounting Services for assistance in handling undelivered checks. Call Disbursement Services for assistance in handling unidentified checks.
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