NUMBER:                             275

SUBJECT:                           Special Checks

AUTHORIZING BODY:       Vice President for Finance and Administration

RESPONSIBLE OFFICE:  Accounts Payable

DATE ISSUED:                    April 1970 

LAST UPDATE:                   September 2007  

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:  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 Direct Payment Voucher (DPV), Vendor Payment Authorization (VPA), or Small Order Purchase (SOP).
2. Prepare a memorandum justifying the need for a Special Check. This memorandum must include the following:

a.) Date the Special Check is needed;

b.) Date of the next 'computer-produced' check run (Either the Accounting Office or Accounts Payable can provide this date);

c.) Explanation of why a Special Check is needed before the next 'computer-produced' check run date;

d.) Authorization by department manager.

3. Present the completed voucher and the memorandum to the Accounting Manager. The Accounting Manager will review the request for a Special Check and if appropriate will approve a Special Check.
4. If the Accounting Manager approves the voucher, then the requesting department should take the voucher and memorandum to Accounts Payable for auditing.

RELATED POLICIES AND FORMS: None.

APPENDIX:  None.

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