check requisition form and policy
DESCRIPTION
TRANSCRIPT
04/10/231
CHECK REQUISITION CHECK REQUISITION FORM AND POLICYFORM AND POLICY
Elsa LiauwapauAccounts Payable and Disbursements Manager
[email protected] 305-284-2287
04/10/232
Topics for Discussion Topics for Discussion
UM Direct Expenditure Requisition Policy D10
Check Requisition Form
04/10/233
ObjectiveObjective
At the end of this workshop, each participant should be able to:
Determine when the check requisition form can be used
Complete the check requisition form
04/10/234
Policy WEB Address:Policy WEB Address:http://www.miami.edu/UMH/CDA/UMH_Main/0,1770,11269-3,00.htmlhttp://www.miami.edu/UMH/CDA/UMH_Main/0,1770,11269-3,00.html
OR Go to www.miami.edu/policies_procedures and click on Finance. Then select Non-Payroll Expenditures. Click on D10 Direct Expenditure
Requisition.
04/10/235
PolicyPolicy
Check Requisition Form (stock #331204) may be used to pay University business expenses when other payment methods are not more appropriate.
Payments for services to University Employees must be made thru Payroll.
Payment for services by individuals, partnerships, and corporations must be made using a Purchase Order and invoices submitted to Accounts Payable.
04/10/236
Policy continued….Policy continued….
Services provided often involve contact with students, patients and University computer systems and can exposes the University to potential liability claims. Prospective vendors must be approved (Purchasing).
Check Requisitions must be accompanied by original supporting documentation, business purpose explanation, and authorized signatures.
04/10/237
Disbursements PcardDisbursements Pcard
Disbursements will at its discretion make payments via the DisbPC
Vendor must accept credit card paymentDepartments can use a PCard to pay for
conference registration, subscriptions, books, licenses, etc.
04/10/238
IRS Tax InformationIRS Tax Information All requests for payment for services performed by
individuals, sole proprietors, and partnerships must include the SS no. or Tax ID no. and permanent address on the check requisition and be accompanied by a completed IRS form W-9.
Services include: - payment to hotels for room rental,
- honorarium (copy of SS card and address)- conference registration fees
This information is also required for payment to corporations for medical, health care ( clinics, labs, hospital) or legal services (law firms).
Payment for Services to Non-resident Alien must include a completed Form W-8BEN
04/10/239
Disposition of CheckDisposition of Check
All checks must have a postal addressInteroffice mail and Hold for Pick Up no
longer allowed without reason PLUS a Vice President signature.
Only exception for interoffice mail w/o approval is Travel Advance and Petty Cash payment
Hold for Pick UP will be mailed after 5 days
04/10/2310
04/10/2311
Completing the Check Completing the Check Requisition FormRequisition Form
1. Check informationA. Indicate resident alien status B. Payee tax id or SS#C. Supplementary form (FA-15) **
not an option at the moment.D. Check amountE. Payee Name
04/10/2312
Check Requisition Form Check Requisition Form Cont’dCont’d2. Disposition of check
A. Postal Service Address - the street, city and zip code must be provided
B. Check box if enclosure is to be mailed
C. Internal Distribution – Must provide reason and VP signature and check one box.
3. Payment Type Check box that most closely
describes the type of payment.
04/10/2313
Check Requisition Form Cont’dCheck Requisition Form Cont’d
4. Account InformationA. FRS Bank account no. and Check no.
- Leave blank; completed by the Disbursements Office
B. Account number - valid FRS account number
C. Sub-object code - four digit code that describes the expense
D. Amount - the sum of all amounts listed here must be equal to the amount on line (1d)
04/10/2314
Check Requisition Form Cont’dCheck Requisition Form Cont’d
5. Explanation & ContactA. Provide an explanation of the
payment request.B. Contact name and number required
to answer any questions that may arise in processing the request
04/10/2315
Check Requisition Form Check Requisition Form Cont’dCont’d
C. Sponsored Programs approval - required if an account beginning with 6XXXXX is listed in section 4B
6. ApprovalsA. Authorized signature and Print
Name - signature must be on file in the Disbursements Office
B. Dept. Chair/Dean/VP - as required (see policy D-10)
04/10/2316
Disbursements OfficeDisbursements Office
Coral Gables - Sonia Falloon 284-3564Medical Campus – Susan Kay 284-3564Petty Cash, Agencies –Cathy Ralls 284-
3564Elsa Liauwapau, Disbursements Manager
284-2287 [email protected]