University checks for the payment of goods and services (except payroll) are prepared in the University Accounting Office normally within five (5) business days after receipt of the required documentation, subject to vendor terms and the State cash management policy.

Check draws are scheduled for midday on Mondays and Thursdays. Checks are reviewed for accuracy and are released for distribution the following day. Certain accommodations are made in anticipation of holidays, student breaks, inclement weather, etc. Therefore, it is important that supporting documentation, with appropriate authorizations, be delivered to the Accounting Office in a timely manner.

Failure to submit the proper documentation delays the check writing process. If incomplete or missing documentation pertains to the Receiving Copy of a Purchase Order, or to an Expenditure Authorization or Petty Cash Establishment/Reimbursement, the individual responsible for the account is notified and no further action is taken until all documentation is complete. Generally if there is a deficiency relative to the vendor invoice, it is resolved by the Accounting and/or Purchasing Office. If an interdepartmental invoice cannot be paid due to insufficient budget or another reason, the invoice is returned to the campus vendor.

The University Accounting Office attempts to comply with the State's cash management initiative, and therefore follows the general practice of paying invoices within thirty days of the due date.

If a vendor offers a discount for early payment, every effort is made to take the discount by remitting payment within the discount period. When discounts are offered it is important for the department to expedite the payment process by forwarding as quickly as possible a signed receiver to the Accounting Office, or a purchase request noting the discount terms to the Purchasing Office.

See also:

CHECK DISTRIBUTION

EMERGENCY CHECKS

PREPAID ORDERS AND ADVANCE PAYMENTS

PAYMENT AUTHORIZATION DOCUMENTATION

PAYROLL CHECK DISTRIBUTION