North Carolina A&T State University
Draw/Pay Process
Purpose:
To streamline the payment process for traditional draw/pay requests minimizing approval processes (Purchasing Office) while maintaining fiscal integrity
The draw/pay process should not conflict with the petty cash or credit card procedures approved for campus use.
Allowable disbursements (see attached listing) shall be expedited with a check request form transmitted from the procuring department to the Comptroller's Office after the following steps have been taken.
- Procuring department must validate (utilizing FRS) availability of funds in account to be charged.
- Attach supporting documentation and/or invoices (not statements) to request.
- Submit two copies of order forms, applications, etc. to accompany remittance.
- All appropriate signatures dictated by unit and institution must appear on request (i.e., legal counsel and Vice Chancellor for Business & Finance for all contracts).
- Assure that selected vendor and corresponding remittance address in FRS match requirements of payee. If appropriate vendor information can not be selected in FRS, attach a completed vendor create/modify form
and a current W-9 (completed by the vendor) to check request documents and transmit package to Purchasing Department.
- Indicate (circle) type of funds being used. If grant funds, include grant end date.
- Use Instruction/Comments space to advise Comptroller's Office of any special handling.
Omissions of any requirements (listed above) will cause a delay in processing as the related request shall be returned to the originator.
Allowable Disbursements by Check Request
(Submitted Directly to Accounts Payable)
- Books
- Express Mail
- Freight and handling charges (segregated from a Purchase Order)
- Insurance Premiums
- Items purchased from other state agencies
- Legal Fees (which have otherwise been properly approved)
- License renewals
- Magazine subscriptions
- Membership & Organizational Dues (with proper approvals)
- Newspaper subscriptions
- Physicians charges
- Postage
- Prizes and awards to organizations
- Refunds
- Reimbursements (for business-related out of pocket expenses)
- Royalty payments
- State or federal surplus property
- Taxes
- Telephone service
- Temporary labor services (with proper approvals)
- Utilities
NOTE: Other requests should be routed through the Purchasing Office for processing.
Contact the Purchasing Office (ext. 7555) with any questions concerning allowable requests.