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Policy and Procedures Manual for Purchasing and Materials Management

Miscellaneous Procedures

Check Request Policy No.: MP-010
Supercedes No.:  
Effective Date: July 28, 2004 Page No.: 1 of 1

I.     PURPOSE

To establish a procedure for issuing a Check Request Form to process payment of certain current expenditures.

II.    SCOPE

This procedure applies to all Town of Collierville departments.

III.   GENERAL

The Check Request Form (CRF) is a payment voucher used by all departments to process payment of certain current expenditures. This document is designed to expedite payment of expenditures that are not required to be processed on a standard purchase order. The use of a CRF is limited. An individual cannot sign the check request form, either as the requester or as department approval when the check is made out to that individual.

Expenditures for which the CFR is allowed:

  1. Reimbursement – personal reimbursement for non-travel goods or services. (For travel see Town travel policy.)
  2. Membership dues.
  3. Subscriptions, periodicals and publications if the user has to pay prior to receipt.
  4. Prepayment for books when vendor will not accept a purchase order (when book is received a material receiving form must be completed and sent to accounts payable).
  5. Bond payments
  6. Refunds
  7. Legal Filings and Recording
  8. Attorney fees
  9. Doctor, Hospitals
  10. Delivery Service (Federal Express, United Parcel Service, etc.)
  11. All payroll related payments
  12. License fee
  13. Auto Tags
  14. Petty Cash
  15. Insurance Premium
  16. Temporary Employee Services
  17. Instructor Fees
  18. Registrations
  19. Permit Fees
  20. Damage Property Reimbursements

IV.   PROCEDURE

  1. User department completes the Check Request Form (CRF) and submits it with the original invoice before Friday at 5:00 p.m. The user department will make all necessary copies allowing the accounts payable department to retain a copy for their records when the original invoice must be returned with payment. Should copies not be forwarded with the invoice, the accounts payable personnel will only mail the check.
  2. Accounts Payable reviews the submitted paperwork for accuracy and completeness. CRF must be complete, including accurate use of account numbers and signatures.

    Should the paperwork not be complete, it will be returned and payment will be delayed until the next regularly scheduled check run.

    If paperwork is complete, the accounts payable department will process accordingly.

    The accounts payable division will conduct random reviews to verify amounts paid are accurate and all check request policies are being adhered to.

V.   SIGNING AUTHORITY

Each department will submit a list to Accounts Payable division of all designated personnel allowed the signing privilege. Each department will be responsible for notifying accounts payable immediately of any changes to this list.

Individuals with signing privilege may not approve the check request if they are the one preparing the check request.

The following points identify the Town personnel authorized to sign a check request:

    • Department Directors
    • Designated Division Directors or Supervisors when responsibilities are related to the particular function in their areas.

 

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The Town of Collierville does not discriminate on the basis of race, color, national origin, age, sex, or disability in its hiring and employment practices, or in admission to, access to, or operation of its programs, services, and activities pursuant to Title VI of the Civil Rights Act of 1964 (42 U.S.C. 200d) and the Americans with Disabilities Act of 1990, Pub. L 101-336.


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