CUT A CHECK

 

Cut a check requests are mainly used for payments of goods and services prior to receiving them. It should not be used for purchases of goods and services for the personal use of staff or reimbursement of entertainment expenditure.

Employees requesting a check to be issued needs to fill out the ‘Cut a Check Request’ form found on the Policies and Procedures Page of the website or in Cut a Check, Use JAC Credit Card. Note on the form, any special instructions for the check (i.e. the check needs to be returned to the employee or attachments to be sent with check). Attach all necessary paperwork to the request which should be signed by the relevant budget holder and then forward everything to the Finance Officer for approval.

The Accounts Clerk will issue the check, once the Finance Officer has approved it.

USE OF THE JAC CREDIT CARD

The JAC has a corporate credit card that can be used to purchase items where a credit card is necessary for payment e.g. on-line payments, foreign payments for conferences etc. The credit card is only to be used where required e.g. the supplier insists on payment in advance. Payment on presentation of an invoice will continue to be the normal method of payment of the JAC.

Employees should note there is limited amount of credit on the JAC card and it may not always be possible to purchase the items required.

To request payment by the JAC credit card complete a Credit Request form found on the Policies and Procedures Page of the website or Cut a Check, Use JAC Credit Card. This form should be signed by the relevant budget holder and any other necessary paperwork should be completed e.g travel approvals, purchase orders etc. The Finance Officer should then approve the form.

If the credit card is to be used on-line or on the phone the Finance Officer should be notified of when the transaction will be taking place, the general time should be agreed in advance and five minutes warning given when the actual transaction takes place. The Finance Officer will then enter the credit card number on-line or give the number over the phone personally, individual members of staff cannot handle the card.