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Home :: Policies :: Acc.Payable-Dist. of Checks & All Other Pymts.

Acc.Payable-Dist. of Checks & All Other Pymts.

Responsible Department
Comptroller
Effective Date
10/01/2015
  1. .

    Purpose

    The purpose of this policy is to clearly state the forms of disbursements Accounts Payable uses and how they are disbursed.

  2. .

    Definitions

    Please see the University System of Georgia Business Procedures Manual at  http://www.usg.edu/business_procedures_manual/

  3. .

    Statement

    1. University of North Georgia Accounts Payable checks are processed Monday thru Thursday. Processing time for producing a check may vary according to workloads.

    2. Ideally, a Purchase Order, Check Request or Travel reimbursement that has been received in Accounts Payable and ALL necessary documentation is complete a check will be issued within 10 days of receipt. This check run is processed and verified and then given to the Business Office for disbursement and verification. All voucher packages are returned to Accounts Payable.

    3. Banner “Interface” file that is received in Accounts Payable usually once a week is processed the same day received. This check run is processed and verified and then given to the Business Office for disbursement and verification. All voucher packages are returned to Accounts Payable.

    4. Direct Deposit in lieu of check is available upon request for “Employee’s”. A “Direct Deposit” request form is required to be completed and submitted to Accounts Payable for setup prior to reimbursement being processed. Direct Deposits are processed twice a week. Voucher package along with Payment Register is given to the Business Office for verification and then returned to Accounts Payable.

    5. A “Wire” is performed for certain payments/vendors in lieu of a “Check”. A Wire request form is completed for each transaction along with PO and other necessary documentation. Usually this type of vendor payment is processed once a month. Voucher package is given to the Business Office for verification and then returned to Accounts Payable. These entries are “Manually” posted to GL thru Accounts Payable – no check is issued.

    6. A “Wire” transaction is issued to “Blackboard” for reimbursements to Students usually twice a week. The request is issued to Accounts Payable from the Bursar’s Office. These entries are “Manually” posted to GL thru Accounts Payable.

    7. Additional time will be required if the Purchase Order or Check Request contains an error or documentation is missing that causes the payment to be delayed. Additional processing time will also be required if a department attempts to process a payment on an account that fails budget checking.

    8. Checks are normally mailed to the payee at the address printed on the check. An alternate delivery method may be requested by indicating the alternate address in the "deliver to" section of the Purchase and Check Request. Accounts Payable will put a “hold” indication on checks for pick-up in the Business Office by the Payee if requested by Payee.
  4. .

    Support Info

    1. For any additional clarification, please contact the Comptroller’s Office or Accounts Payable.

    2. This document replaces North Georgia College & State University/University of North Georgia Policy and Procedure 708.6 which was in effect from July 1, 2009 through the effective date of this policy.
  5. .

    Procedures

    Any related operating procedures must comply with and reference this policy.

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