General Policy
All demand checks to be drawn upon University Funds will
be processed and issued by Disbursement Services, 11th Floor
Baker Building, except for Medical Center checks which will be processed
by the Department of Finance in the Medical Center.
Check Request Form number 60-005-810 should be used for
all types of requests for payments of Non-Purchase Order items except
for travel advances, travel reimbursements, payments to consultants, and
stipend payments. All wage adjustments must originate in the Payroll Office.
Disbursement Services honors check requests for:
- Payments to Individuals or Partnerships who perform a service to
the University such as Caterers, Accountants, Attorneys, Photographers,
Banks, Speakers, Honoraria, Subject Participants, etc. These check
requests must include full name, Social Security or Employer Identification
Number and a complete mailing address for federal reporting purposes.
The "Payment to External Consultant" Form or "Requisition
for Services" Form must be used in lieu of the Check Request
to pay consultants. Payments for services performed in the U.S. made
to individuals who are not U.S. citizens or permanent residents will
be made through Human Resource Services to comply with federal regulations.
- Reimbursements for business expenses. Check requests for reimbursements
for business meals and/or entertainment expenses must clearly state
all the individuals attending and the business purpose of the event.
Only in the case of large groups (six or more) do individuals not
need to be listed. However, the type of group should be identified.
- Membership dues to professional organizations and associations.
- Magazines, brochures, and professional trade journals.
- Postage.
- Petty Cash reimbursements.
- Advertisements.
- Requests for payment of registration fees to attend conferences,
workshops, etc. The check requests should charge the departmental
account/center number.
- Refunds.
The "Authorization for Official Travel" form
contains the authorization for travel, along with the Travel Reimbursement
form. The Travel Advance form packet includes the request for cash travel
advance, super saver advance, and hotel deposit. The advance forms must
charge the traveler’s personal account number. Complete instructions
are listed on the forms. If additional instructions are needed, contact
the Office of Financial Affairs at 343-6697. Contact General Accounts Receivable
if a new personal account number is needed, or if you have questions regarding
your personal account.
The Stipend Request form must be used for payment of
non-service scholarship or fellowship payments. If services are required
as a condition of receiving the funds, payment must be made via Human
Resource Services so that taxes can be withheld.
All other requests for goods and/or services must be
forwarded to the Procurement Services on the appropriate purchase requisition
form. If payment must be made when the order is placed, use the purchase
requisition form (not a small purchase order) and indicate that a "Check
Enclosed Order" is needed. The Director of Procurement, or a delegated
representative, has the sole responsibility for procurement of all goods
and services for Vanderbilt.
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General Procedures
A department should send via campus mail to Disbursement Services,
VU Station B #351810 or deliver the Check Request to the 11th
floor of the Baker Building. Disbursement Services will receive and
process check requests Monday through Friday, 7:30 a.m. to 4:30 p.m. (except
holidays).
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Proper Use of Forms
All requests for payment must be made using the Check Request, Payment
to External Consultant, Stipend Request, or Travel forms. Payments for
travel related expenses (other than registration fees) must be made using
the travel forms. Advances and payments for travel-related items (other
than registration fees) must charge the traveler’s personal account
number.
Disbursement Services needs only the top copy of the Check Request. Please
remove all duplicate copies before sending the request and supporting
documentation (attached to the back of the request) to Disbursement Services.
Retain the copy of the Check Request for your records.
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Account/Center Numbers
The account number charged on the check request should be activated before
being used on the check request. There will be up to a two day delay in
processing check requests referencing inactive accounts. If you are unsure
if an account is active please contact General Ledger Control at 3-6601.
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Departmental Approval
Demand checks may be requested by faculty or staff; however, all check
requests must have proper authorized approval. All authorized signatures
for each center number must be on file in the Office of Financial Affairs.
Certain requirements on departmental approval are necessary for cash
control purposes. The "requested by" and "approved by"
lines of the check request must be signed by two different individuals.
The individual approving the Check Request must be an authorized signer.
A Check Request cannot be "made payable to" and "approved
by" the same individual. Reimbursements must be approved by an individual
with higher authority than the payee. Stamped signatures will not be accepted.
Please note these special requirements to avoid delays in processing check
requests.
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Sales Tax Exemption
Vanderbilt University is exempt from sales tax. Please use the Tennessee State Sales
Tax Exemption Number 100142007 or Federal Identification Number 62-0476822 so that the University
will not be invoiced for sales tax. A copy of the form is available for download from both the
Office of Financial Affairs and Procurement and Disbursement Services websites.
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Sales Tax Reimbursement
On check requests for reimbursement of Vanderbilt University business expenditures, sales tax will generally not be reimbursed. This policy applies to expenditures made by faculty, staff, and students.
The sales tax exemption notice can be presented on purchases made with cash, Vanderbilt University checks, and small purchase orders. Other available procurement/payment methods include purchase orders, the Procurement card and e-Procurement, which will provide the same exemption benefit to the University.
Exceptions to this policy will apply to reimbursements for meals and travel and where the University does not have an alternative tax exempt procurement option, such as for alcohol. Additionally, the Chancellor, Vice Chancellors and Dean's offices have the authority to approve reimbursement of sales tax on business expenditures. Approval for reimbursement of sales tax should be included with the demand check request.
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Arithmetic Accuracy
The amount shown on all source documents for each check request must equal
the amounts shown on the check request form. In cases where the two amounts
differ, an explanation must be attached. The department submitting the check
request will be held responsible for this calculation.
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Supporting Documentation and Payment Description
Requests for payment on the check request for items shown in the policy
statement as not requiring a purchase order must have original complete
back-up documentation and/or invoice. If a copy of the documentation must
be mailed with the check to the vendor by the Disbursement Services office, a copy
of the remittance along with the original must be attached in order to
be cleared for payment. In addition the "Remittance Attached"
line should be marked on the check request.
Copies of supporting documentation will not be accepted unless
the original documentation (receipt or invoice) cannot be obtained.
Personal checks and credit card slips are not acceptable unless no other
receipt was provided. The original canceled check is required; however,
the original can be returned if so requested.
If the original documentation is not available and cannot be obtained,
please note the reason on the face of the check request. There
may also be cases where no supporting documentation is available. This
should be noted on the face of the check request form.
Check requests must include a description of purpose for payment (be
concise; the system allows only 60 spaces for description of payment to
be printed on the check stub). The invoice number or identification number
should be included where applicable.
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Turnaround Time Frame
The turnaround time for check requests will generally be three (3) to
five (5) business days from the date of receipt in the Disbursement Services office.
One additional day may be added to these turnaround times if the check request
charges restricted funds. Additional time may also be added if the check
request charges an account which has not been activated with the center
number. For checks to be mailed, ample time should be allowed for delivery
by either U.S. or campus mail.
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Check Distribution
The check request document submitted must contain complete support and
adequate handling instructions.
Requests marked "Call for Pickup" are those for which a designated
person in Disbursement Services will notify, generally by telephone, the
person responsible for picking up the check. Be sure to provide a telephone
number and person’s name so that Disbursement Services may call when the check
is ready. Checks payable to parties external to Vanderbilt cannot be
picked up by departments or mailed to departments. If an exception
to this policy is needed, note the reason for the exception on the check
request form.
Requests marked "RUSH" are those of an emergency nature only.
"RUSH" checks require department head approval and a brief statement
indicating the nature of the emergency requiring expedited handling of
the payment. Please contact Disbursement Services for deadlines and additional
information if a "RUSH" check is necessary.
Requests marked "Mail" are those for which a designated person
in Disbursement Services will mail the check to the address listed in
the payee address section of the disbursement form. "Mail" checks
should have both the original and a copy if a remittance copy is to be
mailed with the check.
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General Comments and Guidelines
The Check Request Form should not be used for intra-university charges
and transfers. The form "Requisition for Supplies from Stock"
(1180) or a memorandum to the Office of Financial Affairs should be used for transactions
between departments.
Please adhere to all Procurement Department Policies and Procedures.
Disbursement Services will not generally process check requests for items
that should have been purchased through the purchasing system. This type
of request will be returned to the originating department for completion
and processing of a purchase order.
Due to federal regulations, we are required to obtain additional information
before making payments (including reimbursements) to individuals who are
not U.S. citizens or permanent residents. Please contact the International
Human Resource Services office at 343-7102 for additional information.
Attached please find a copy of the Prize and Award Policy and Procedures.
The Prize Information Form must be filed
for any cash prizes (including gift certificates) or non-cash prizes of
$100 or more.
Also attached is a copy of a "send-back" list used
by Disbursement Services in their review of all check requests. It
may be beneficial to you to review this listing before sending a request
to Disbursement Services for processing. This will help to avoid unnecessary
delays in processing of the check request.
From time to time, other policies may be issued to comply with changes
in federal regulations or guidelines. Policies issued subsequent to this
policy may replace provisions of this policy.
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