Manual Checks and Foreign Drafts
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Some payment circumstances require an emergency check or a business transactions with foreign vendors.  A manual check request for extraordinary circumstances can be requested through the Director or supervisor of AP.  The process for manual checks and foreign drafts are as follows:

The requesting department prepares a voucher in PeopleSoft and submits a Voucher Cover sheet to AP, which includes the following information/selection:

• Schedule Payment-Dept Use panel
  • Bank and Account: local bank and account (default)
  • Handling: SH
• Comments Panel
  • Payment comments: type "manual check" or "foreign draft"
  • Manual check requests should be hand-delivered to AP office and require an explanation in Comments of the urgent need for the check.
  • For foreign drafts, indicate the currency and whether the payment should be for the specific amount in the foreign currency (e.g., 100.00 British pounds) or for the US dollars equivalent in the foreign currency (equivalent to US $100.00 in British pounds).

AP reviews the voucher for adequate documentation and signatures and faxes it to Treasury.  Director of AP or designee must sign manual check requests.

Treasury issues a manual check or obtains the foreign draft, and sends the check copy or draft copy to AP through interoffice mail.  AP will complete the voucher process of recording the payment information in the Record Payment panel of the voucher.  The voucher can then be approved in PeopleSoft, post in the overnight scheduled processing, then get batched for Records Retention.

Up to Accounts Payable

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