Check Requests

Policy 501.15

Introduction

Scope

Definitions

Definition phrase or word

Definition summary

Policy and Procedure Statements

Delegation

Each department must request authorization to use the Check Request Procedure. The Check Request Authorization form is available by calling 2110. The Chairman, Dean, or Director may delegate this authority to specified departmental personnel. Each individual so authorized to use the procedure must be held accountable for unauthorized purchases or improper practices. Repeated misuse of the procedure may result in withdrawal of the Check Request Procedure delegation from the Department. See ASU RESOURCE MANUAL, Purchasing, Policy 24.

Purpose of Procedure

The Check Request Procedure may be used to facilitate departmental procurement of domestic supplies and/or materials required from off campus sources.

The Check Request Procedure cannot be used for the following:

Restrictions on Use -

Orders $1,500 or more (including tax, delivery, and costs to place the item into operation). Orders may not be split to avoid this threshold.
Food, Beverages and Flowers
Contracted Personal Services.
Research Gases/Radioactive Materials
Purchases from Overseas Vendors
Items carried in University Warehouse. These items must be ordered from the warehouse. Items carried by the warehouse are available through Gopher/ASU Policies and Procedures/Warehouse.
Reoccurring monthly charges (phone, internet, copier charges, etc.)
Any items listed on State Term Contracts must be purchased from a State Contract Vendor. This information is available by accessing state contracts at http://www.state.nc.us/PandC. Contact the Purchasing Office for guidance on prepaids and first aid supplies approved by the Safety Office.

The Controller's Office is charged with oversight of the Check Request Procedure to ensure compliance with University policies and State purchasing laws and regulations.

A feedback memorandum will be sent on each Check Request which does not appear to be in compliance. Replies to these inquiries are needed to support the University's files for audit purposes.

Repetitive non-compliances will be referred to the appropriate Department Head.

Purchases from the University Bookstore - The procurement form should be used as authorization for the Bookstore to charge purchases to the departments.

Check Request Procedure

Procedure Reference - Review ASU RESOURCE MANUAL Accounting Section, Policy Statement 15.

Procedure Steps

Make sure the item(s) you wish to order do not violate the restrictions outlined in Check Request Procedure. Do not split in order to remain under the $1500 threshold!
If an item is carried in the warehouse, order it from the warehouse. Items carried by the warehouse are available through Gopher/ASU Policies and Procedures/Warehouse.
If an item is a State contract item, be sure to place the order with a State contract vendor.

Accessing State Contracts

Access state contracts at http://www.pandc.nc.gov/index.htm. You may call the Purchasing Office for guidance.

Be sure that a sufficient free balance exists in the supply line of your budget.
Call the vendor or mail the original copy of the Check Request form. Use the vendor's toll free number when possible.
Select a Check Request to be used to confirm your order. (Check Requests are serialized by numbers beginning with the letter "S").
Give your name, department name, room number and building as the "ship to" address, and the Check Request number as the order number. Include the catalog number, description, and quantity of materials required.
Give the vendor the same "ship to" and "bill to" address exactly as follows:

Your or Recipient's Name and telephone number
Department Name
Campus Box #, Room No. and Building Name
Appalachian State University
Boone, NC 28608

This will ensure that the vendor's shipment and invoice reach the department directly. (Do not use Check Request Procedure when ordering materials which cannot be mailed or shipped by carriers such as U.S. Mail, UPS, etc. Freight lines will not deliver beyond a delivery dock.)

Ask the vendor's order clerk to "check stock" and then issue the order only for quantities available for immediate shipment (but for no more than $1500). There must be no "back orders."

Receipt of Goods and Invoice

Consider each shipment and invoice as a complete order.
Upon receipt of the invoice, ensure that the actual price(s) of the item(s) match(es) the figure(s) listed on the related Check Request form.
Complete the Check Request, showing the item(s), quantity, the net discounted prices, date received, cost of shipping and the signature of the recipient. You must list all items received on the Check Request itself.
Send the completed Check Request with the invoice attached (stapled) to the Controller's Office within (5) five days of receiving the invoice.

Acceptable Invoice

The invoice must set forth a complete description of materials ordered. The store name must be stamped on the invoice if it is not pre-printed.
Invoices must be executed by typewriter, in ink or by indelible pencil.
Invoices must be originals. The only exception is in cases when firms use standard business forms and issue their invoices on standard carbon copy forms which have imprinted thereon "Customer's Invoice" or like designation.
The invoice must be positive evidence of goods received. Vendor invoices should bear the name of the firm and a description of the items ordered. The invoice must be made out to Appalachian State University.
Check Request forms may be obtained by calling the Controller's Office - 2110. Forms are pre-numbered and a record will be maintained listing the form number and the Department receiving the form.