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Occasionally, off-line (manual) checks are required. This should be the rare exception when no other form of payment is acceptable. The following is required when payment is made by off-line check:
| • | Attach two copies of all documentation that needs to be sent with the check - one copy to be retained by Finance and the other to be mailed with the check. |
| • | Make any notations for special handling of the check and highlight these instructions. |
| • | Off-line checks are written on Wednesdays. Please keep this in mind when requesting an off-line check. |
| • | Off-line checks are sometimes picked up in the Finance Department by the individuals to whom they are written or a representative if a business. To strengthen internal controls over this process, Finance requires compliance with the following procedures: |
| • | Finance staff will complete a portion of a log for every off-line (manual) check that is written which will be physically picked up instead of mailed. This log will list the check number, payee name, and amount of the check. |
| • | When the check is picked up by the payee, Finance staff will check for ID and ask that the person sign for the check on the log and include the date that the check was actually picked up. |
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