B15 Emergency Manual Checks from Imprest Account

SECTION: FISCAL INDEX: B-15

SUBJECT: EMERGENCY MANUAL CHECKS FROM IMPREST ACCOUNT

PURPOSE AND SCOPE

The University of Houston-Victoria is authorized by the Board of Regents resolution "Governing the Establishment and Operation of Demand Deposit Accounts" for UH-Victoria to maintain a separate bank account ("imprest account") to provide emergency manual check-writing capabilities for payments that would normally be paid through the Accounts Payable check-writing system. This policy defines the use and limits of this account and applies to all university expenditures for all purposes from all fund groups. Note: Fund 1 (funds held at the State Treasury) are not used.

POLICY

Manual checks from the imprest account may be written for restricted emergency purposes only, subject to approval by the Vice President for Administration and Finance or designee. In no case will a check be issued without a State of Texas Purchase Voucher on which the emergency purpose of the request is adequately documented.

The request for a manual imprest check will not be approved if a bona fide emergency situation cannot be determined to exist. In such cases, the check will be referred for rush processing through the Accounts Payable system.

DEFINITIONS

Imprest account: A bank account used to make funds available for emergency purposes. The balance of the account is continuously replenished from other university accounts and charged to the departmental account against which the State of Texas Purchase Voucher is written.

PROVISIONS

Departments requiring funds for limited purposes on an emergency basis may request an imprest check through the Office of the Vice President for Administration and Finance. To be considered, the request must be accompanied by a State of Texas Purchase Voucher which the emergency purpose of the request is sufficiently documented; a voucher must be approved by the department or division administrator. The Vice President for Administration and Finance, or designee must approve the request for the emergency manual imprest check prior to the issuance of the check.

Imprest checks may not be provided for the following purposes:

To cover expenditures from state general fund (ledger 1) accounts.
Reimbursement for entertainment or travel
Student financial aid awards

RESPONSIBILITIES FOR IMPREST ACCOUNT

The Office of the Vice President for Administration and Finance is responsible for writing checks on the imprest account and ensuring that all check requirements have been met.
The Finance Office will initiate the wire transfer request to reimburse the account.
The Finance Office is responsible for monthly reconciliation of the imprest bank account.

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 imprest account.

State of Texas Purchase Voucher is prepared by the requesting department, completing all appropriate information and indicating the amount of the emergency manual check requested and the appropriate local account number. Following the appropriate description in the section "Description of Articles or Services," a summary justification of the emergency purpose must be provided.
In addition to approval of the authorized certifying signatory, a purchase voucher must be approved by the department/division administrator.
Any relevant additional request form or documentation must be attached to the issuance of the purchase voucher.
A properly approved voucher is then provided to the Administrative Assistant in the Office of the Vice President for Administration and Finance, along with a cover memorandum explaining in more detail the emergency justification for the request and the time frame required.
The Administrative Assistant will evaluate the request and the purchase voucher 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 Administrative Assistant will confer with the Vice President for Administration and Finance, or designee, who will either approve the request or disapprove and return it to the initiating department.
The Vice President for Administration and Finance, or designee, will indicate approval by signing the memo and returning it to the Administrative Assistant, who will make arrangements to have the check prepared and the reimbursement process completed.
A minimum of 24 hours must be allowed for processing of the request and preparation of the check once the request is received by the Office of the Vice President for Administration and Finance.
The Sr. Administrative Assistant will provide UH Treasury Department with a copy of the imprest voucher by facsimile. The Sr. Administrative Assistant will then process a voucher for reimbursement of the imprest account. Vouchers for reimbursement of imprest accounts should be prepared and submitted to accounts payable within the month. Reimbursements for disbursements in the month of August must be processed prior to the fiscal year end for reporting in the proper fiscal year.

REFERENCES

Board of Regents resolution "Governing the Establishment and Operation of Demand Deposit Accounts" for the University of Houston-Victoria approved 6/12/95.

UH System Administrative Memorandum 03.A.09

Approved by:

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

Next review: April 2008
Origination: Vice President For Administration Finance