UNIVERSITY OF PITTSBURGH PROCEDURE 05-06-03
CATEGORY: FINANCIAL AFFAIRS
SECTION: Funds Management
SUBJECT: Disbursement Requests
EFFECTIVE DATE: September 22, 1989
To establish the procedure for the preparation, approval, and processing of
This procedure is applicable to all Disbursement Requests prepared by University
offices for general or special use as
defined in Policy 05-06-03.
Preparation and Processing of Disbursement Requests
Originator 1. Prepare FORM 0014, Disbursement Request,
in accordance with the instructions provided on
2. Attach supporting documents (e.g., invoices,
contracts, etc.) to the request, together with
any enclosures that will
accompany the check.
Note: Attach enclosures to the bottom left front
Disbursement Request with a paper
3. Obtain approval from other University offices
when requesting payment for goods or services
that are normally
procured through those
4. Obtain the approval signature from the FAIS
Note: When the requestor is also the FAIS
Administrator or the head of the responsibility
center, the request must be signed by the next
higher level of responsibility.
5. Forward the request, together with all supporting
documents to Accounts Payable for processing
Processing Disbursement Requests When the Payment is Mailed To the Originator and
Not To the Payee
Originator 1. Prepare and forward a memo to the Comptroller
requesting that the disbursement be returned
to the originator. Provide an explanation
justifying the exception, attach supporting
documents, and forward the Disbursement
Request, the memo, and attachments to the
Comptroller for review and
Comptroller 2. Review the request for exception and approve,
3. Forward the Disbursement Requests to
for processing payments.
Processing Disbursement Request Payments
Accounts Payable 1. Audit the requests and supporting documents.
2. If a mailing exception was requested and denied
by the Comptroller, inform the originator that the
be mailed to the payee.
3. If the Disbursement Request is incomplete or
inaccurate, return the request and supporting
documents to the originator for correction and
4. Prepare and forward the checks, together with
the appropriate enclosures, to General
General Accounting 5. Sign and process the checks for mailing and
the appropriate enclosures.
6. Forward to Accounts Payable, any checks that
have been approved by the Comptroller for
pickup by the originator.
Accounts Payable 7. Notify the originator to pick up the check.
Note: The individual picking up the check must
present a current
validated University Faculty,
Staff, or Student Identification Card. If the
person picking up the check is not the payee,
an authorization memorandum must be
prepared by the payee or the requesting
department. The memorandum should include
the name of the payee, the amount of the
check, the name of the individual picking up the
check, and the signature of either the payee or
the head of the responsibility center. Checks
will be released only to University faculty, staff,
Exhibit A, FORM 0014, Disbursement Request
Policy 05-06-03, Disbursement Request