275 Special Checks

RATIONALE:  The University produces checks on a regular schedule as payment to vendors and for student refunds.  In certain emergency or unusual circumstances, it may be necessary to request a check from the Accounts Payable Department outside of the normal process.

POLICY:  The University uses Special Checks for emergency payment when there is insufficient time for processing payment through regular procedures.  Departments may request a Special Check only on an emergency basis.  Departments are responsible for preparing and submitting vouchers on a timely basis, so that payment can be made through regular voucher processing procedures by the invoice due date.

SCOPE AND APPLICABILITY:  This policy applies to all Oakland University Employee groups.

DEFINITIONS:   

Special Check:  A “Special Check” is a check issued on an emergency basis and processed outside of the normal, regularly scheduled check run.

PROCEDURES:    

Requesting a Special Check

To have a Special Check prepared, the Department must:

1. Complete a Payment Voucher (PV) or Small Order Purchase (SOP).
   
   
2. Prepare a memorandum justifying the need for a Special Check.  This memorandum must include the following:

1. Date the Special Check is needed;
   
   
2. Date of the next 'computer-produced' check run (either the Accounting Office or Accounts Payable can provide this date);
   
   
3. Explanation of why a Special Check is needed before the next 'computer-produced' check run date;
   
   
4. Authorization by Department Manager.

3. Present the completed voucher and the memorandum to the Associate Controller.  The Associate Controller will review the request for a Special Check and if appropriate will approve a Special Check.
   
   
4. If the voucher is approved, it will be submitted to Accounts Payable for auditing and processing.

RELATED POLICIES AND FORMS:

APPENDIX: