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CHECK REQUEST

Disbursement Services Section (APY)

PROCEDURE 1

Effective Date: 07/01/2004

Last Modified Date: 10/14/2005

The Check Request (and its variant, the Request for Payment of Independent Contractor) is a Disbursement Services form that provides departments with a mechanism to pay companies and individuals for those types of approved expenditures that do not require a University Purchase Order.

Special Instructions

Vendor Information
Where "vendor information" is requested in the instructions below, it means the full name of the vendor (whether an individual or a business); the Social Security Number, if the vendor is an individual; and the complete mailing address of the vendor (permanent and campus mailing addresses for students; home address for UNC faculty/staff members). Fax this information to the Disbursement Services vendor coordinator (Ms. Mary Douglas, fax 962-2356), who will enter it in the vendor database. This entry must be done before the payment request can be initiated. Once the vendor is listed in the database, use the Search function in the online Check Request to select and enter the name, then proceed as usual.

Duplicate Invoice
Where "an original and one duplicate of the invoice" are required, mark the box on the online Check Request for "Notepad contains special instructions for Disbursement Services." Make an extra photocopy of the invoice, and send it with the original and the Supporting Documentation form.

DocuFAX
Faxing supporting documents directly to Disbursement Services speeds payment and facilitates records storage. To create the required forms, do the following:

  1. Create the Check Request as usual, including routing for departmental approval.
  2. On the left-hand side of the screen, under Tracking, be sure that the K-number is displayed in the Check Request Number box, then choose Generate Barcode from the dropdown menu and click Submit. Print the barcode, which will also serve as the fax cover sheet.
  3. Print the Check Request (for department records) and the Supporting Documentation Form as usual.
  4. If the invoice is smaller than 8-1/2 x 11 inches or is on thin paper, fax a photocopy of it. Be sure that the contrast is as sharp as possible.
  5. Fax the documents to the dedicated number printed on the barcode sheet, in this order:
    1. Barcode sheet;
    2. Supporting Documentation Form;
    3. Invoice.
  6. On the Show Check Request option, scroll to the bottom of the right-hand frame and click View Image. Check to be sure that the faxed images are clear; if not, re-send.
  7. File the documents for departmental accounting as usual.

Special Situations in DocuFAX

Payments to Students
The new Departmental Student Award Reporting System (StARS) is designed to meet audit and reporting requirements for all types of student aid, including non-service scholarships, fellowships, and stipends that are paid by departments.

Noncompliance with these requirements can have serious financial and other consequences for both the student and the University. Therefore, to ensure that all such payments are properly recorded in StARS, besides following the instructions in Vendor Information above, include the following information in the Notepad portion of the Check Request:

*Students who are classified as nonresident aliens and who have not yet received a Social Security Number will be set up in the vendor database with their PIDs. However, do not use the recurring copy feature to create multiple payments until the SSN is received and Mary Douglas has been notified and has updated the vendor database.

Additionally, in the line for check stub description, state the year and term of the award (e.g., 20039 for Fall 2003, 20042 for Spring 2004, etc.)

Checks are written at the end of the month and are included in the department's monthly payroll envelope. Students who prefer to receive their payments by electronic deposit should print and complete the Direct Reimbursement Deposit Authorization form and send it to Ms. Douglas at CB #1220.

The types of expenditures that can be processed on the Check Request form include, but are not limited to, the following:

Advertisements-An original and one duplicate of the invoice must be attached. If no invoice is available, submit a Purchase Requisition to obtain a Purchase Order.

Books-An original and one duplicate of the invoice must be attached. All books must be delivered to a campus address. If no invoice is available, submit a Purchase Requisition to obtain a Purchase Order.

Catering-An original and one duplicate of the invoice must be attached.

Courier Charges-An original invoice must be attached; check will be mailed directly to vendor.

Extended Workday Meals-Departments that require University employees to work 3 or more hours beyond their regularly scheduled workday or workweek, or on holidays, may, at their discretion, provide reasonable meal reimbursements to those employees. Employees do not have to be in travel status to receive the reimbursement; however, it is expected that these instances will be infrequent and related to significant extension of normal worktime. Only discretionary funds may be used for such reimbursement, and the use must be consistent with the fund authority. Use object code 3929; submit a receipt for the meal; document the reason for the reimbursement; and name the approving supervisor in the Notepad area.

Field Training-If for more than one participant, attach a list clearly identifying each participant's name, Social Security Number, home address, amount, and account number to charge.

Flowers (purchased for decorative purposes)-See MSD Policy 40, Purchase of Decorations, Flowers, and Greeting Cards.

Honorarium, Non-University Employee Personal Services (One-Time Payments)-NOTE: Must be processed using a Request for Payment of Independent Contractor Form. Do not use a Check Request.

Insurance-Outside vendor, requires an original invoice and one duplicate.

License Fees-Requires a complete description.

Membership Dues and Fees-Requires a renewal statement or original invoice from the vendor. Include one duplicate of the statement or invoice.

Postage-All postage checks must be picked up in Disbursement Services.

Refunds (Tuition, Patient, etc.)-See "Vendor Information" under Special Instructions, above. Note "Refund" in the description field. In the notepad, give the cash receipt reference number where the money was originally deposited. No further supporting documentation is required if these two procedures are followed.

Reimbursement (For business-related out-of-pocket expenses, excluding travel)-Subject to Purchase Order rules. Required proof of payment such as original paid receipt or copy of a cancelled check. See also "Extended Workday Meals," above.

Rental of Space-See "Vendor Information" under Special Instructions, above. Note the due date of the payment in the description field. If the rental is ongoing, use the copy feature of the online Check Request to copy the original document once for each payment needed, changing the due date of each subsequent payment in the description field (e.g., May 1, 2003; June 1, 2003; etc.). In the notepad, provide a description of the leased property, the lease amount, and the lease duration. Send the Supporting Documentation Form to the Property Office for all long-term rentals.

Reprints-An original and one duplicate invoice must be attached. All reprints must be delivered to a campus address. If no invoice is available, submit a Purchase Requisition to obtain a Purchase Order.

Research and Subject Fees-See "Vendor Information" in Special Instructions, above.

Royalty Payments-See "Vendor Information" in Special Instructions, above.

Scholarships and Fellowships to Degree-Seeking Student, Non-Service Award-See "Vendor Information" and "Payments to Students" in Special Instructions, above. Note the due date in the description field. If the student is not a U.S. Citizen, Form PR-100 must be attached; the student can obtain it at International Student & Scholar Services. If the student is a graduate student, indicate whether s/he is enrolled in the Graduate Student Health Insurance Program.

Small Order Procedure Item-For a complete explanation, see MSD Policy 9, Small Order Procedure.

Software-If the cost of software is under $2,500, an invoice must be attached. If no invoice is available, submit a Purchase Requisition to obtain a Purchase Order.

Subcontractor Invoices

Subscriptions-An original invoice must be attached if this is a first-time request. If no invoice is available, submit a Purchase Requisition to obtain a Purchase Order. Renewal requests must be accompanied by a completed form or renewal statement from the vendor. All subscriptions must be delivered to a campus address.

Temporary Service (e.g., Kelly Services)-An original invoice must be attached.

Tuition and Fees-will no longer be allowed to be paid by Check Request unless the student is a nonresident alien or the fees are owed from a prior term. Select the University Cashier as the vendor and note the student's identification number (PID) in the description field.

Additional References

See also the Material & Disbursement Services (MSD) section for purchasing policies and procedures.

A copy of the Online Check Request Manual is available at http://www.unc.edu/finance/fs/online_ck_req_manual.pdf. To read it, you need to install Acrobat Reader, available free from Adobe.

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