Medical College of Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Business Services Division
No. 1.2.05

Check Requests - Operating Expenses

Purpose
To set forth the procedures to be used by Budget Units to request that a check be written for a bona fide obligation of the Unit.

Policy
The Institution is permitted to make direct payments for certain class of expenditures without prior approval by the Supervisor of Purchases in Atlanta. Examples of obligations eligible for this type expenditure, along with supporting documentation requirements, are listed below. Examples of typical items which are not eligible for this type expenditure, along with suggested payment method, are listed on Exhibit I.

NOTE: Check Requests may not be used for paying personal services to individuals, except as provided in Administrative Policies and Procedures  Section 1.4.23. Services of this type should be performed by individuals either recruited off campus by the Employment Office to fill vacant budgeted positions on a temporary basis (see "Employment Procedures" - 1.4.01) or "Extra Duty Personnel" who are currently employed in other Institutional Budget Units (see "Employment of Extra Duty Personnel" - 1.4.02). These individuals would be paid through the payroll system.

Category

Prepayment of Registration Related to Travel
Registration fees related to employee travel can be prepaid if the fee, excluding social activities, is $25 or more. A completed Travel Request must be on file with the Travel Office before payment can be made. Pre-payment can be made for the registration only; meals separately listed, tours, cookouts, etc. must be prepaid by the traveler. Supporting documentation must include a copy of the seminar registration information indicating price of the seminar or an invoice from the agency or company sponsoring the meeting. When the check is ready, the originating department will be notified for pick-up. EXPENSE CODE is 727020.

Utilities
Utility bills will be paid by check request if supported by invoices from the utility company. EXPENSE CODES BEGIN WITH 717---.

Honorarium, Guest Lecturers, Preceptors, etc.
Refer to Administrative Policies and Procedures,  Sections 1.2.17 and  1.2.18 for detailed authorization and payment procedures.

Consulting Service
Refer to Administrative Policies and Procedures,  Sections 1.2.17 and  1.2.18 for detailed authorization and payment procedures.

Real Estate Rental
Rental of real estate will be paid by check request if supported by invoices from the individual or company authorized to rent the property. EXPENSE CODE IS 744000.

Employment of Temporary Nurses by Nursing Service Through the Registry
Temporary special duty nurses will be paid by check request if supported by a time sheet signed by the payee and nursing service. The hourly or shift rate to be paid must be included on the time sheet. No advance payments will be authorized. EXPENSE CODE IS 751950.

Stipends
Stipends will be paid to students of MCG if supported by a copy of the letter offering financial support. This letter must be signed by the department offering support and the student. Stipends must be paid from grant funds. EXPENSE CODE IS 783000.

Scholarships, Student Loans
Student Aid authorized by the Financial Aid Office and disbursed by the Student Loan Office will be paid by check request. Supporting documentation is on file in these offices and, therefore, not required with the check request.

Student Travel
Student Travel may be reimbursed from grant and student activities funds by check requests. Documentation and expense limitation requirements for employees apply to Student Travel (Refer to Administrative Policies and Procedures  Section 1.2.03 for these requirements). As a matter of convenience, use of the Travel Expense Statement Form is encouraged. The student must acknowledge the expenses claimed by signing the form used to document the expense amount. EXPENSE CODE IS 727130.

Refunds
Refunds will be processed for payment on check requests. The reason for refund monies and any related documentation should be noted in "Justification of Expense" block. No other documentation is required.

Agency Funds Disbursements
Disbursements from agency funds must be supported by invoices or other supporting documentation. EXPENSE CODE IS 704000.

Student Activities Fund Disbursements
Student Activities Funds may be disbursed by check request if supported by invoices or other documentation. Disbursements from funds allocated to the various Deans must be approved by the appropriate Dean or representative; disbursements from other funds must be approved by the student council representative and the representative from Student Affairs. Publishing expenses related to the Aesculapian must be submitted to Procurement for bidding, thus it cannot be paid on a check request. EXPENSE CODE IS 714020.

Rental of State Plane
Rental of a state plane may be paid by check request if the appropriate invoice is attached. While this expense will be charged to supplies, an approved Travel Request must be on file with the Travel Office for each traveler before payment will be processed. This procedure insures that each employee is covered by state workers compensation. EXPENSE CODE IS 719000.

Education Authority Lease Payments
Educational Authority Lease Payments are documented by budget amounts and amortization schedules, there- fore, no additional documentation is required.

Bookstore and Dental Supply Store
The Bookstore and Dental Supply Store are authorized to pay invoices by check request. These invoices must be for items purchased for resale. Invoices or purchase orders indicating "payable in advance" are required as documentation.

Hospital Bills for C & Y Patient and Organ Donors
Certain grant programs and the Organ Procurement Program are allowed to pay hospital charges for their patients. These bills will be paid by check request if supported by a copy of the bill. If grant funds are to be utilized, Sponsored Projects Accounting must approve the check request prior to processing for payment. EXPENSE CODES ARE 727050 or 727060.

Experimental Subjects
Certain grant programs require human subjects in order to complete the requirements of the grant. Expenditures related to participation in the experiment can be reimbursed by petty cash or check request, using the Research Subject Petty Cash Reimbursement form to justify expenses. The Research Subject Petty Cash Reimbursement forms are available from the MCG Research Institute, room AA-l39A, ex. 2592. Allowable expense includes transportation (subject to limitations l, 2, and 3), participation fees, meals and lodging. No advance payments will be authorized without prior approval of the Assistant Director of Business Services. MCG employees are eligible for this type of payment. If you elect to be reimbursed by check rather than petty cash, you must complete a check request, attach it to the Research Subject Petty Cash Reimbursement form and have it approved by Sponsored Projects Accounting.

Tutorial
Certain grant and special programs are permitted to pay tutoring expenses related to a special group of students. These check requests will be processed if supported by a statement of hours and fee signed by both the student and the payee. Sponsored Projects Accounting must approve those check requests utilizing grant funds prior to processing for payment. MCG employees are eligible for this type of payment. EXPENSE CODE IS 727140.

Trainees
Certain non-employee trainees (defined in Administrative Policies and Procedures Section 1.4.l8) are to be paid by check request. These expenses will be paid if supported by a copy of the training agreement signed by both the trainee and the grant's principal investigator. Grant funds only may be utilized in this manner, so the check request must be approved by Sponsored Projects Accounting.

Trainee Travel
Certain grant programs are permitted to pay travel expenses for individuals being trained in accordance with provisions of the grant. These travel expenses are reimbursable on a check request if supported by a detailed log of the expenses signed by the trainee. Use of the Travel Expense Statement for documentation is both recommended and desired. Sponsored Projects Accounting must approve these check requests in advance. Grant funds only may be utilized in this manner.

Employment of Service Agency Employees Through Personnel
Payment for services rendered by temporary employees procured through the Human Resources Division from service agencies (Ms. Temps, Manpower, etc.) will be by check request. This check request must be approved by Personnel and supported by an invoice from the service agency. Payments to individuals are not authorized. These expenses will be charged to the supply object 751960. Refer to Administrative Policies and Procedures Section 1.4.23 for conditions for using service agencies.

Prospective Faculty
Reasonable and necessary travel expense incurred by prospective faculty while visiting MCG for interviews are reimbursable. Documentation and expense limitations requirements for employees apply to Prospective Faculty (refer to Administrative Policies and Procedures   Section 1.2.03 for these requirements). Use of the Travel Expense Form is both encouraged and desired. Reimbursement can be made for prospective faculty wives through grants funded by the MCG Research Institute. Only account numbers with 11-16-xx-xxxx-63 will be a valid number for this transaction. EXPENSE CODE IS 751500.

Human Resources Division Emergency Help Pool
Refer to Administrative Policies and Procedures Section 1.4.23 for detailed authorization and payment procedures. EXPENSE CODE IS 513000.

Procedure

1. Responsibility : Budget Unit
   Prepare one copy of the Check Request completing the following: 
   1. Block #1 "Department Name" - Enter the name of department requesting payment.
   2. Block #2 "Account Number to Charge" - Enter twelve-digit account number to be charged.
   3. Block #3 "Object code" - Enter six-digit expense object that describes the expenditure.
   4. Block #4 "Amount" - Enter the amount to be paid from the account and object listed in b. and c. above. If multiple distribution is desired, list the amount to be paid from each account and object.
   5. Block #5 "Total" - Enter total of amounts recorded in d. above. This amount will be the amount of check generated.
   6. Block #6 "Payee Name and Address" - Enter name and address (including zip code) of the firm or individual to whom payment is to be remitted. No more than four lines may be used for this purpose.
   7. Block #9 "Vendor Federal ID Number or Social Security Number." Enter payee social security number for payment to individuals. Enter vendor number for vendor payments, if known.
   8. Block #10 "Date" Enter date the check request was prepared or the invoice date. This date will appear on the check stub to aid the recipient identifying the payment.
   9. Block #12 "Type of Patient" - If request is for a patient refund, indicate with an "X" the type of patient account. (For Patient Accounting use only.)
   10. Block #13 "Invoice Number" - Enter invoice number for payment where an invoice is available. For payment where an invoice is not available, enter short description, no more than nine characters, that will aid the recipient in identifying the payment. This number or description will appear on the check stub.
   11. Block #15 "Justification of Expense" - For payment where an invoice or extensive documentation is not required (stipend, student loan, refund, etc.) describe and justify expense.

   NOTE: Attach a memo justifying and describing the request if enough space is not provided on the form. This will avoid having the Check Request returned for lack of sufficient information.

2. Block #16 "Check Distribution" - Indicate the appropriate distribution instruction for the completed check. If the check is to be mailed, a copy of the invoice or other payment documentation should be included when the request is prepared.
3. Block #17-19 "Approvals" - Signed by the person requesting payment and the person or persons authorized to request budget expenditures.
   NOTE: Available funds within a budget unit is the responsibility of the person authorizing the request.
4. Attach invoice or other expenditure documentation.
5. Secure approval from any intermediate authorities as outlined above (Personnel, Sponsored Projects Accounting, etc.).
6. Transmit the Check Request package to Business Services-Travel Office.
   NOTE: Checks will usually be available 48 hours after a properly completed check request is received in the Travel Office. Budget Units should request checks sufficiently in advance so that this 48-hour turnaround will meet all deadlines.

Responsibility : Business Services Travel Office

1. Receive Check Request and review for propriety and documentation.
2. Enter Voucher number and indicate vendor type.
3. Process Check Request to initiate payment for obligation.

Ineligible Category

Equipment
Any Equipment Purchases

Institutional Memberships
Departmental Request to Procurement section.

Individual Memberships
Not authorized for payment.

Reimbursement for supplies purchased by an employee
Petty Cash through Procurement section.

Reimbursement for non- employee travel expenses paid by an employee
Not authorized for reimbursement.

Manuscript processing fees
Departmental Request to Procurement section.

Supply items
Departmental Request or Prepaid Purchase Order to Procurement section.

Date: 1 July 1972 | Rev. No: 86-1 | Rev. Date: 10 June 1986 | No. 1.2.05