Check Release Policies and Procedures

• General Policies
• Payments to Vendors
• Payments to Individuals
• Payments Held for Pickup
• Check Pickup Procedures
• Exceptions

General Policies

1. Payments to Vendors

   All checks payable to vendors will be mailed or sent via messenger/courier service to their established "Remit-to" business address. Vendor checks cannot be picked up by the vendor from the Accounts Payable office.




2. Payments to Individuals

   Checks payable to individuals will be mailed to the address specified by the payee, including campus addresses.

   Exception: Payment of services requested before the service ending date must be either picked up or sent to the department. If you do not indicate pick up, the check will be mailed to the department for verification and distribution.





3. Payments Held for Pickup

   The following types of payments can be held for pickup at Banking and Accounting Operations (first floor, Purchasing and Accounting Building, 3917 University Way NE) are 8:00 AM - 5:00 PM, Monday through Friday. Pickup instructions must be provided in Special Instructions box on Invoice Voucher UoW 1730 and Check Request UW 34-50 or in the Check Handling Instructions box on Check Request forms UoW 1570 and 1571.



• Travel advances and travel expenses



• Field advances and petty cash reimbursements



• Honorarium, musicians or similar payments which must be personally presented immediately upon completion of services.



• Reimbursements.



• Conference fees to be hand delivered by the attendee.



• Department requires a letter or attachments not included with the payment request to be mailed with the check.



• Payments which Accounts Payable requires additional documentation before check can be released (e.g. payments to Non-Resident Aliens).

Check Pickup Procedures

For payments to be authorized for pickup, the check request, invoice, or voucher must be marked "hold for pickup" and reflect the name and telephone number or e-mail address of the departmental contact for pickup notification. These forms must be received by Accounts Payable no less than five working days prior to the date the check is desired. When the forms and all supporting documents have been reviewed and approved, the estimated release date of the checks are as follows:

• Travel and Field Advances and Conference fees - Two working days prior to commencement of official travel.



• Petty Cash Reimbursements - The fifth working day after receipt of the reimbursement voucher in the Accounts Payable Office.



• Honorarium, Musician or Similar Payments - The day prior to the day on which services are to be completed.



• NRA checks not having all required NRA documents - Contact nratax@u.washington.edu or 206-221-4928 for more information.
• Other - The fifth working day after receipt of the payment document.

Department contacts or individuals will be telephoned or e-mailed regarding check availability. Check pickup hours at Banking and Accounting Operations (first floor, Purchasing and Accounting Building, 3917 University Way NE) are 8:00 AM - 5:00 PM, Monday through Friday.

Checks will not be released without an authorized signature. Individual payees who are students, staff or faculty will be required to present a current University of Washington or other identification card. Departmental representatives picking up checks for individuals or groups must present their department's Payroll Distribution Card. Checks not picked up within one week will be mailed or canceled as appropriate.

Exceptions

Requests for exceptions to these policies and procedures should be submitted via e-mail to Karen Long, Director of Financial Services, klong@u.washington.edu.

Financial Services
A Department of Financial Management
Modified: June 16, 2007