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CHECK REQUEST PROCESSING Types of Check Request FormsCheck Request forms used for payment requests can be downloaded from the links below.
- Check Request Form-5 (Accounts Payable)
- Check Request for Entertainment/Meeting Expenses
- Travel Expense Voucher (TEV)
- Request for Travel Advance
What types of payments require a Check Request?
The following types of payments require a Check Request prepared by UCSF departments:
Does a vendor invoice need a Check Request?
- Vendor invoice for University purchases not billed to UCSF
- Petty Cash
- Research Subject Payment
- Membership & Dues
- Honoraria
- Registration (Conference)
- Subscription
- License Renewal
- Examination Fee
- Employee Reimbursement
POLICY: Disbursement: Invoice Processing in Response to Purchase Authorization ( http://www.ucop.edu/ucophome/policies/acctman/d-371-36.pdf ) What is Accounts Payable's procedure for processing Check Requests?
- Preparation of a Check Request is required for payment of a vendor invoice NOT billed to UCSF for department purchase of supplies and services on behalf of the University. Vendor checks will be issued based on the vendor term (typically Net30 day term).
- Preparation of a Check Request is not required for payments of a vendor invoice billed to UCSF with Low Value Purchase Order (LVPO), specific Purchase Order, UC system-wide agreement or campus-wide agreement or vendor contract.
Check Requests delivered to Accounts Payable Mail Desk by UCSF Mail Services are time and date stamped upon receipt. Check Requests are then distributed to various AP service units according to areas of responsibility for processing.
To facilitate the payment process, Check Request Form-5 must be prepared with complete and accurate information along with required supporting documentation. Incomplete check requests may be returned to departments with a request for the missing information. Photo copy of the original document for the following types of payments is required. The original form will accompany the check being mailed to the vendor. The photo copy serves as the archive copy necessary for meeting the accounting archiving requirement.
- Registration Fee
- Membership Fee
- Subscription Renewal
- License Renewal
- Invoice
Check requests submitted to Accounts Payable to reimburse employees for business purchases of goods must be accompanied by a receipt showing the item(s). As UCSF is not a tax-exempt entity, Accounts Payable will accrue use tax on tangible personal property purchased if sales tax is not shown on the receipt.
CHECK REQUEST PROCESSING TIMEAccounts Payable is committed to excellence in customer service with parity to the campus at large. Check Requests received in Accounts Payable are given priority accordingly and processed in an accurate and timely manner with the best available resources. Upon receipt of Check Requests at the Accounting Office, assuming information is accurate and complete, the normal turnaround time for AP/Disbursements payment processing is five to ten working days. "Rush" requests have a two to three days turnaround time if the vendor already exists in the Accounts Payable vendor database. Payments to new vendors will require an additional workday to process. AP Supervisors will review all "rush" requests to prioritize processing. Urgent priority is given to processing time sensitive payment requests (e.g. payroll 72-hour checks and employee emergency loans).
How do I prepare a Check Request Form-5?STEP-BY-STEP INSTRUCTIONS
A. Use form: Check Request U5-2 Form 5 (Accounts Payable)
( http://acctg.ucsf.edu/archives/pc/U5-2.xls )
B. Complete the following required information on the form.
1. Voucher Number - CJJJxxxx (a unique 8 character dept. assigned number - "C" followed by preparer's 3 character Journal ID assigned by General Accounting and four digit departmental reference number).
2. Vendor Number - Leave blank for vendor invoice; Employee ID for reimbursement (10 digits).
3. Payee name and complete address.
4. Invoice number (for vendor invoice), invoice date (if available) or request date.
5. Amount.
6. Dept. P.O. - Speedchart number (Optional).
7. Chartfields - NCA, Fund (Fund Year if appropriate), DPA, Program Code (if appropriate).
NCA Lookup:
http://www.acctg.ucsf.edu/general_accounting/AFP/Additional_ Reference/NCA_list.pdf8. Provide specific check handling instruction. For check pick up, provide phone number and recipient's name, pickup location (MCB, Satellite, Mission Bay). For Campus mail, provide department box number and recipient's name.
9. Preparer's name and phone number.
10. Appropriate signature authorization (Refer to signature authority: http://www.ucop.edu/ucophome/policies/acctman/d-224-17.pdf ).
11. Reason of Payment - Purpose of the Check Request (petty cash, membership, Research Subject, conference name, etc).
12. Attach required supporting documentation to check request:
- Invoice
- Original receipt with detailed information on the purchase for employee reimbursement
- For petty cash, follow the policy guideline
( http://www.ucop.edu/ucophome/policies/acctman/c-173-61.pdf )
13. Make a copy of the form if original is to be sent with the check for registration, license, subscription renewals, and examination fee.
14. Make a copy of the invoice to be sent with the check to vendor if required.
15. Send completed Check Request with back up documentation to Accounting via campus mail - Accounts Payable, Box 0812.
This page last updated on: Monday May 18 2009