C heck R equests 101

1. Check Requests 101 MCG Office of the Controller February 2010

2. Three Types of Payment • Purchase Orders are processed by Materials Management (Purchasing). • P-card purchases are processed by Materials Management (P-card Office) • Check Requests are processed by Controller’s Division (Accounts Payable)

3. Payment Method Guidelines • Which Payment Method to Choose? • “HOW TO PURCHASE” Matrix: http://www.mcg.edu/supply/purchasing/documents/HowToPurchase.pdf • Main Points: • Purchase Orders often REQUIRED • P-cards ENCOURAGED (Efficient and easy way to pay!) • Check Requests only when P.O. or P-card can’t be used

4. RULES • PURCHASE ORDERS: • Purchases over $5,000 • Commitments with multiple payments • Equipment (Capital Assets) > $999 • All Computers • Trade Vendors (Supplies, Small Value Equipment, Chemicals, etc.) • P-CARDS: • EVERYTHING POSSIBLE !!! • No Services (e.g. Consultants, Accountants, Caterers, etc.) • No Food • No Travel (Conference Registration and Training Fees O.K.) • No Computers (Peripherals O.K.) • No Assets > 999 • No Hazardous Materials • No Gift Cards • CHECK REQUESTS: • General: Reimbursements and Single Payments for Services. NOT for purchasing goods or equipment !!! • Expense Reimbursements - Travel, Flexible Spending, Food (if allowed!!) • Consultants, Honoraria

5. Check Request Process • Check Request Template - Forms Repository: https://my.mcg.edu/portal/page/portal/forms • Provide documentation (“justification” section and/or attachments) • Sign it !!! • Approval by Supervisor or Department Head. Not self approved. • Checks must be coded with complete account (CFC): www.mcg.edu/comptroller/documents/acctcodelist.pdf Prepare Check Request A/P Approves, Pays & Mails Attachments Required? Get Approval Mail to A/P Budget Checking

6. DETAILS • Attachments Sometimes Required (See Forms Repository): • For payment to ANY new payee if for services: W-9 Form • For payment to an individual for Services: • Service Agreement Request (SAR) • Employee/Independent Contractor Determination Checklist • University System Employees Consultant Agreement Between Institutions (if individual is an employee of another institution in the University System) • If check needs to be personally delivered to vendor: Accounts Payable Vendor Check Release Form Policy requires vendor checks be mailed; Employees and students may pick up personal checks in person with i.d.)

7. Unique Business Processes (NOT check requests) • Study Subject Compensation • Payment Method - Checks: • Responsible Office: Division of Sponsored Program Administration • Research/DSPA Forms Repository: • Research Subject Check Reimbursement Form (preprinted; available in DSPA) • Research Subject Payment Transfer Form • Gift Cards (Project Cash Funds): • Responsible Office: Controller’s Division (approved by DSPA) Moving Expenses • Responsible Office:Human Resources • Paid through Payroll • H/R Forms Repository: • Relocation Expense Authorization Form • Requests for Reimbursement of Relocation Moving Expenses • Georgia Health Sciences or MCG Foundations • Disbursements normally made using standard MCG payment methods (P.O. / Check Request / P-card) using an MCG established non-sponsored project id. • If MCG can’t process payment (due to State purchasing or budgetary restrictions), submit check requests directly to foundations using their unique forms. (Foundations are separate legal entities with their own business processes.

8. More Information Office of the Controller Web Site http://www.mcg.edu/comptroller/ap.htm Donna Rayner Accounts Payable Manager drayner@mcg.edu Kristin Berthold Director for Financial Operations krust@mcg.edu FORMS REPOSITORY: https://my.mcg.edu/portal/page/portal/forms POLICY REPOSITORY: http://www.mcg.edu/policies/