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Check Requests

  • Last Updated: 06/13/2014
  • Effective Date:

Policy Statement

There are certain purchases that do not require Procurement action and as such these are delegated to campus units to handle as check requests.  Areas where direct charges may be made are listed below and categorized by the total amount of the action. In such cases, departments should obtain the invoice and complete payment by means of a check request.  Whenever applicable, departments are encouraged to obtain competition to determine the best source for the necessary goods and/or services.

UNLIMITED DOLLAR AMOUNT:

Professional services where commitments for such services are in compliance with this manual

(see definition of “professional-professional services” under Policy Definitions);

Postage, postage meter updates and utility payments (excluding bottled gas);

Authorized purchases charged to agency funds;

Payments for refunds, travel, stipends, registration fees, tax, scholarships and student aid, honoraria (unless for teaching and instructional services which is limited to less than $2,500), fellowships, transfer payments, retirement premiums, authority lease-rentals, cash payroll reimbursements, corporate registrations and joint staffing personal services with other University System units;

Acquisitions from State Personal Property Management Section of the Georgia State Agency for Surplus Property  (the check request is prepared by the Administrative Services Department, only);

Short-term occupancy of classroom space off campus;

State self-insurance premiums paid to another State Agency and handled by General Accounting;

Supplies, materials, equipment obtained for research from intergovernmental agency (Ex. State Department of Administrative Services Telecommunications Division, Board of Regents Software Resource and Services, Board of Regents).

Royalties, copyright fees, commissions, license fee payments, collection agency fees and credit check charges;

Disbursements where the University acts as a disbursement agent and no purchase of goods or services is made for the University;

Perishable food-stuffs (limited to certain authorized departments)

Purchase of Library Books

Memberships, dues, participation fees associated with membership and subscription charges stemming from membership as defined in section 2.1.3 of this manual;

Cost per copy and/or copy overage charges related to copiers leased or purchased using a purchase order.

Interior design

Agricultural crops and grains including fruits, melons, nuts, and vegetables

Animals, birds, marine life, and poultry, including accessory items (live): If animal/s are used for breeding please contact Property Control for inventory guidance.  If purchasing animals for the purpose of increasing an existing herd please report to Property Control on an annual basis the number of animals in the herd and the value of the herd.

Original works of art including antiques, ceramic and glass objects, collections, museum pieces, original drawings, engravings, etchings, lithographs, serigraphs, and similar reproductions, fabric designs, masks, mixed media, paintings, photographs, recycled art objects, sculptures, and wood carvings.

Animal food for zoo and farm animals,

Termite renewal inspections

Publications and audio visual materials (prepared materials only, not equipment, supplies or production) limited to the following: laboratory books, research and related materials, adult education textbooks, special education textbooks, K-12 textbooks, college level textbooks, video cassettes, disks, tapes etc., recycled publications and audio-visual materials.  For purchases within this category it is best practice to show proof of competition or to explain why competition was not possible.  This may be attached to your check request.

School Equipment and supplies:  Limited to the following: 1.) Instructional aids: Courses, lessons plans (prepared), programs, ancillary materials, etc and 2.) Resource books and materials. For purchases within this category it is best practice to show proof of competition or to explain why competition was not possible.  This may be attached to your check request

Subscriptions:  Limited to the following:  internet database subscriptions, magazine subscriptions, newsletter subscriptions, newspaper subscriptions, professional document and publication subscriptions (Legal, Medical, etc.), or professional journal subscriptions.

Petroleum, Liquid Gas, Diesel, and Gasoline purchased using a Statewide Contract

 

CATEGORIES LIMITED TO TOTAL COST LESS THAN $10,000:

Demurrage charges;

Custom and freight charges from brokers, freight forwarders, and carriers;

Books, Pre-recorded Videos, CD Roms and subscriptions. 

Purchase of authorized page charges; 

Mailing lists, preaddressed mailing labels and telephone number sampling lists.

Access charges, connect charges, line charges and data base searches associated with retrieval of information for University use;

Private insurance/premiums;

Exhibition and entry fees (includes payment for booth rentals, furnishings, and utilities supplied in connection with exhibitions and conferences);

The series listed below which are not considered professional in nature, but involve highly skilled judgment or training, artistic taste or other similar attribute which is dependent for its quality upon the characteristics and knowledge of an individual(s):

Financial, actuarial and statistical analysis
Livestock recording (Registrations, transfers, semen certificates, and nitrogen charges; other lineage verification transactions)
Public Broadcasting Service fees
Rock thin-section preparation
Site planning and surveying
Teleconference Network charges
Television cable fees

CATEGORIES LIMITED TO TOTAL COST LESS THAN $2,500

Honoraria (if for teaching and instructional services)

Repair orders, less than $2,500 which involve billable labor of $2,500 or more, and which may or may not include materials as detailed in “Purchasing of Services”.   Orders for repair parts only cannot be handled by check request.

Advertising including Advertising/Public Relations Services, Outdoor Billboards, Broadcasting Services (Radio and Television), Newspaper and Publication Advertising, Employee recruiting notice advertising, and any advertising placed in a publication, magazine or newspaper. This includes advertising for graduate students, seminars, conferences, etc.

Aerial surveying

Binding Service

Chemical analysis 

Consulting services (other than professional) 

Creative writing 

Crop growing, under controlled research conditions

Drafting 

Editing including cine film (not simple proofreading) 

Editing and typing combined (where the predominant service is editing) 

Film badge testing service

Flower arranging

Information collection including high degree of judgment and selectivity

Laboratory analysis

Manuscript and book jacket design, preparatory to typesetting and printing

Mailing services including collating, packaging, and sorting.

Non-public works services obtained for research from intergovernmental agency (Ex. State Department of Administrative Services Telecommunications Division, Board of Regents Software Resource and Services, Board of Regents).

Original recordings of artists and musicians, production of

Original works of art, production of

Pesticide/herbicide spray, application of (to crops or land)

Printing of a publication, and/or reprints

Piano and other musical instrument tuning and repairs

Picture framing and preparation

Sheep-shearing

Teaching and Instructional Services

Translating

Typing services not involving an employer/employee relationship (see "Contractual Employment" in the "Human Resource" section of the manual for the distinction between contractual services and employer/employee relationship). Basis of contractual payment must be shown, i.e., the hourly rate or per-page rate;

 

Reason for Policy

The purpose of this policy is to enable campus units to appropriately utilize check requests as an authorized mechanism of purchasing and payment.   In July 2013, Senate Bill 160 became law, necessitating modification to enable compliance by obtaining E-Verify affidavits from vendors for services or labor costing $2,500 or more

Procedures

The invoice should be attached to an electronic check request and submitted for payment.  If pricing support is required, those documents should be attached to the electronic check request as well.

 

Additional Contacts

 

Accounts Payable, 706-542-2786

Policy Definitions

Agency funds are used to account for resources held by an institution as custodian or fiscal agent for individual students, faculty, staff members, or other organizations 

Professional - Professional Services, which are limited to those services defined by statute as a "profession" or “professional service". For example, the following services are statutorily defined as "professions" or “professional services": certified public accountancy, actuarial services, architecture, landscape architecture, registered interior designers, licensed or accredited appraisers or licensed or accredited financial analysts providing opinions of value, licensed structural pest controllers, chiropractic, dentistry “professional engineering, podiatry, pharmacy, veterinary medicine, registered professional nursing, harbor piloting, land surveying, law, psychology, medicine and surgery, optometry, and osteopathy.

Consulting- Non-professional services which involve the rendering of advice only.

Responsibilities

Responsible University Senior Administrator: Vice President for Finance & Administration 

Responsible University Administrator: Procurement Officer 

Policy Owner: Procurement Office 

Policy Contact: Annette Evans, Jill Haag, and Lynn Stephens 

Phone Number: 706-542-2361

Record Retention

For expenditures processed with grant funding, all documentation should be retained for the life of the grant, plus seven (7) years.   

For all other expenditure types, records may include but are not limited to:  check requests, purchase orders, invoices, journal vouchers, departmental requisitions, justifications of purchases, payment authorizations, reports of receipt of goods or services, and related documentation and correspondence.  Retention is five (5) years.  Reference O.C.G.A. 11-2-725.