UMES Administrative Affairs Manual
Request For Payment
A. Purpose. To set forth university policies and procedures for requests for check payments outside of the regular accounts payable system in which checks are returned to the university for distribution.
1. The use of Request for Payment is limited to Contract (real property) settlements, emergency payments or other circumstances requiring prior approval from the State Comptroller of the Treasury, General Accounting Division. An example would be performance contracts requiring payment at the conclusion of the performance.
2. A check request is never to be used in place of a purchase order, petty cash, payroll, technical and special fee request form or an expense statement form.
3. The Request for Payment form is to be completed and attached to the appropriate documentation (i.e. real property contract, performance contract, other documentation to justify the return of a check to the university). After obtaining signatory approvals from the appropriate Department Chair/Vice President and the Vice President for Administrative Affairs, the request and documentation are to be forwarded to Purchasing. Purchasing is to aprove the request and forward to Accounts Payable. Accounts Payable will process and forward to the State the original Request for Payment along with the supporting documentation.
C. Instructions for Completion of Form
Item 1 - Enter name and address of payee, including zip code. Three lines must contain the address and cannot exceed 34 characters per line.
Item 2 - Enter current date.
Item 3 - Enter department name.
Item 4 - Enter number of items ordered.
Item 5 - Enter complete description of materials or services requested.
Item 6 - Enter cost of material or services.
Item 7 - Enter name of person preparing form and their telephone extension.
Item 8 - Enter 8 digit account number.
Item 9 - Enter subcode number.
Item 10 - Enter invoice date.
Item 11 - Enter short description.
Item 12 - Enter amount to be charged to account number. Total amount of invoice can be distributed to more than one account number, but must be shown on a separate line.
Item 13 - Enter invoice number, if available.
Item 14 - Obtain signature of department chairperson, appropriate Dean/Vice President and the Vice President for Administrative Affairs.