UH-Victoria

Office of the Vice President for
Administration and Finance



UHV Administrative Policies and Procedures

SECTION: FISCAL INDEX: B-11

SUBJECT: MANUALLY PRODUCED CHECKS

POLICY

Manually produced checks are utilized for special circumstances involving emergencies, e.g. natural disasters. These checks require special handling and by necessity are limited.

  1. Manual checks are issued from the UHS Office of the Treasurer only after approval of the Accounts Payable Department or Payroll Department and the Vice-President of Administration and Finance.

Payments for emergency expenditures may only be issued from a local (fund 2) cost center. The local (fund 2) cost center will be under the direction and approval of the Vice President for Administration and Finance.

PROCEDURE FOR REQUESTING EMERGENCY MANUAL CHECK

This procedure outlines the process to be followed to request and authorize emergency manual checks from the University of Houston-Victoria operating account.

The requesting department prepares the "University of Houston-Victoria Emergency Accounts Payable Payment Request", completing all appropriate information and indicating the amount of the emergency manual check requested and the appropriate local cost center. Following the appropriate description, a summary justification of the emergency purpose must be provided in the "Purpose/Benefit" section.

  • Any relevant additional request form or documentation must be attached to the payment request.
  • A properly approved "University of Houston-Victoria Emergency Accounts Payable Payment Request" is then provided to the Accounts Payable Auditor. The AP Auditor will review for compliance with this policy and procedure and will return it to the department submitting the request if the terms of the policy and procedure are not met. If the request appears to be justified, and the documents are in proper order, the AP Director, will make arrangements to have the check prepared by the University of Houston Treasury and the payment process will be completed.

A copy of this policy and procedure, including forms, shall be included within the campus Business Continuity plan.

Approved by:

Signature obtained              03/23/2009
Tim Hudson, Ph.D.               Date 
President

Next review date: April 2011
Origination: Finance Department

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