Manual Accounts Payable Check Policy

We produce both local and Commonwealth checks in the Office of Finance.  University procedures require a minimum of 3 working days to ensure adequate validation, production and audit of manual checks.  

Expedited Manual Accounts Payable Check Requests

When a department requests Accounts Payable to expedite a check, a manual check fee will be charged.  

If a payment cannot be expedited due to Commonwealth Regulations, then no expedited manual check fee will be charged, and the appropriate required due date will be assigned to the payment.

If your department requests an Expedited Manual Accounts Payable Check, you must complete all normal paperwork, attach the normal backup documentation, and complete the Expedited Accounts Payable Check Request Form (PDF).

The current Expedited Accounts Payable Manual Check Fee is $50 per check.

Steps in the Procedure:

1. Complete all original paperwork as required by Accounts Payable processing procedures.
   
   
2. Complete the Expedited Accounts Payable Check Request Form.
   
   
   1. Be sure to provide the budget code where the $50 fee should be charged. 
   2. Be sure to provide an original signature of an individual authorized to sign for the budget being charged.
      
      
3. Submit the paperwork referenced in #1 and #2 above to Accounts Payable for review and approval.
   
   
   1. If approved, a check will be processed on the date requested, and your department will be notified per your instructions or per normal Accounts Payable processing procedures.
   2. If NOT approved, your department will be notified.
      
      
4. Supporting documentation must be attached to all requests for check payment.
   
   
5. All walk-in check requests must still be delivered to the Customer Relations desk so that the time and date of receipt can be stamped on the request and the Accounts Payable staff member can be called. 
   
   
   1. Since it is time sensitive, once the request is stamped, please hand-deliver these requests directly to an Accounts Payable staff member.  Do not leave these forms at the Customer Relations desk, as this will cause a delay in processing.
      
      
6. Checks can be picked up from the CASHIERS'  WINDOWS upstairs in Rollins Hall once they are ready.  
   
   Lines may be heavy during peak tuition times and the opening of school.  To decrease the time you wait in line, you may want to visit the Cashiers during the morning hours between 8:00am and 10:00am and the afternoon hours between 3:30pm and 5:00pm.
    
   1. Checks will be mailed unless the Expedited Manual Accounts Payable Check Request specifies pick up under Special Instructions.
      
      
7. Once an expedited manual accounts payable check has been approved and processed, a journal entry charging the $50 Expedited Accounts Payable Manual Check fee will be processed to sub-account 5701 and the budget code specified on the request.