Disbursement Services Section (APY)

PROCEDURE 4

Effective Date: 01/01/1999

Last Modified Date: 06/24/2004

General Tips

• Prepare the Check Request on-line.
• Select the vendor and vendor address off the database. If the vendor is not listed, fax (962-2356) a copy of the invoice to Mary Douglas, the vendor coordinator, to add to the database.
• If the approval screen shows no Budget Balance Available (BBA), do an on-line budget revision to fix the budget before approving the request. Many types of expenditures do not require Pre-Audit approval if there is BBA.
• Submit only one invoice per check request.

Special Instructions

• Orders cannot be placed using a Check Request unless the vendor will invoice UNC. If the vendor requires payment before shipping the goods, prepare a Purchase Requisiton, indicating "Check with Order."
• Subscriptions must be delivered to a campus address. The subscription form and one duplicate must be completed and attached to the Supporting Documentation Form.
• Scholarships or fellowships to degree-seeking students (non-service awards) must include the student's permanent address and the due date of the payment in the description field (example: due 01/01/2001). Fax the Disbursement Services vendor coordinator (Mary Douglas, fax 962-2356) the address information before initiating the Check Request. Additional payments may be generated by using the copy feature and changing the due date.
• Non-University employee honoraria for personal services (one-time payments) must be submitted using the "Request for Payment of an Independent Contractor" (Form AP1a).
• Non-University employee reimbursement of expenses, including travel, where no personal services were performed may be reimbursed with a Check Request.

Demand Check Criteria

The sole purpose of processing checks as demands is to handle emergency situations. In order to prevent abuse of the system and to clarify any misunderstandings about the use of demands, please note that ONLY online check requests will be processed as demands. Additionally, the following apply:

Category	Criteria
Vendor invoice	At least 90 days in arrears
Reimbursements to individuals	At least 30 days in arrears AND amount exceeds $100
Petty cash reimbursements	Bank account is overdrawn
Independent contractor payments	Service was provided more than 30 days ago

Additional Information

APY Policy 1, Summary of Payment Forms

APY Procedure 1, Check Request

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