Hold and Express Checks

For internal control reasons, the University's standard business practice is to make payments to vendors either by direct deposit or by a check that is mailed centrally. Departments can request exceptions to this practice when doing so is essential to conducting University business.

General

In each nightly processing cycle, multiple payments to the same vendor are combined into one payment. Unless there is a business reason for doing so, the University does not issue separate checks to vendors to make a specific payment.

Remittance Advice

Payments by check include a remittance advice. For direct deposit payments, the system sends an electronic remittance advice by e-mail. For employees and students, the system uses the payee's official University e-mail address. For other vendors, the system uses an e-mail address provided by the payee.

The remittance advice, whether electronic or attached to the check, includes information from the accounts payable system to assist the vendor in identifying the purpose of the payment. When required by the vendor or otherwise necessary, attach enclosures to the non-PO voucher when submitting for payment and note the enclosure in the comments section.

Direct Deposit

The accounts payable system processes direct deposit payments each night. Regarding the process for each type of vendor:

• Employee vendors are automatically set up for direct deposit, based on bank account information in the payroll system. Employees can request a different bank account by completing the form below and mailing it to Accounting Services for processing.
• Student vendors can request direct deposit through the Cashiers Office.
• Business vendors can be set up for direct deposit, upon request by completing the direct deposit form and providing an e-mail address in order to receive an electronic remittance advice.

Check

The accounts payable system processes payments by check once a week (Tuesday night - subject to change due to holidays and/or monthly payroll processing). Checks are mailed from a central facility and the mailing includes enclosures which departments forward through Accounting Services.

Exceptions

Departments can request an exception to this policy, when there is a documented business need:

• For the department to receive the check and deliver it to the vendor (hold check). Examples are payments that require special handling, such as bulky enclosures, proof of delivery or express mailing.
• To make the payment before the next nightly processing cycle (express check). An example is when the need for payment arose unexpectedly and is due before the next check cycle and use of the Purchasing Card is not an option.

Making a Request

Request a hold check or an express check on the "Comments" panel when entering a non-PO voucher in PeopleSoft. Provide the following information:

• Indicate whether the request is for a Hold Check or an Express Check.
• Name, title and phone number of the requestor.
• Explain the business need for the Hold Check or Express Check.