SECTION:  FISCAL INDEX: B-11

SUBJECT:  MANUALLY PRODUCED CHECKS

POLICY

Manually produced checks are utilized for special circumstances involving emergencies or non-routine payments. These checks require special handling and by necessity are limited. 

There are two types of manual checks: 

  1. Imprest checks are written from the University's imprest account and issued through the Office of the Vice President for Administration and Finance.  Imprest checks are restricted emergency purposes only, subject to approval by the Vice President for Administration and Finance or designee..
  2. Non-Imprest manual checks are issued from the UHS Office of the Treasurer only after approval of the Accounts Payable Department or Payroll Department.  Non-Imprest checks will be utilized if a bona fide emergency situation cannot be determined to exist, however immediate payment is required.  In such cases, the check will be referred for rush processing through the Accounts Payable system.

Imprest checks may not be issued for the following purposes

Non-Imprest manual checks may not be issued to cover expenditures from state general fund (fund 1) cost center.

 

PROCEDURE

Imprest checks are processed using the procedures established in UHV Administrative Policy and Procedure B-15.

Non-Imprest manual check will be processed by the departments for non-routine payment.  A department requiring a Non-Imprest manual check must submit a completed voucher to UHV Accounts Payable and request special processing to have a manual check produced.  The Senior Accountant will be required to obtain the approval of the Comptroller prior to preparing the check.  Once approval is obtained, the voucher will be submitted to UHS Accounts Payable with a copy to the UHS Office of the Treasurer.

Approved by: 

 
Signature obtained		4/13/06  
Tim Hudson, Ph.D.        	Date 
President

Next review date: April 2008
Origination: Finance Department