DO’s

Check Requests

Check requests are processed manually. Send through the mailroom or drop in the Controller Office incoming basket.

1. Check requests are used for reimbursements, dues, small purchases, etc. Any purchase not on a PO should be on check request.
2. Two signatures are required on a check request (1) the requested by and (2) the Authorized signature. No one should approve a check request that is payable to themselves, the check request should be signed by their supervisor. Please sign the check requests indicating that you reviewed your budget for available budget dollars.
3. Each check request must include the following items: please note that if any information is missing it can result in delays and it will be referred back to the originating department. 

• Payee name and payee’s address. The address is important because we have some  vendors with the same name. If paying an employee or a student request their ID #  and please list it next to their name. 
• If the payee is not a current vendor and is providing a service, you will need to  submit a completed W-9 form indicating the payees tax ID # for a business or  partnership or a social security # for an individual. Blank W-9 forms can be  obtained on the Controller Forms page.  
• Provide the complete cost center Fund (6 digits) Org (4 digits) Acct (4 digits), the  FOA, to be used. If the invoice or cost is split between departments, indicate the  amount to be charged to each department FOA and have each department sign  the check request indicating approval.  
• Purpose on the check request is a brief description of the expenditure. Do not put  the invoice number here. 
• Original receipt (s)/invoice(s) supporting the amount of the request must be  attached. No Statements- No Quotes payments cannot be made from statements or quotes call the vendor to request an invoice. 
• If you are requesting us to mail a check from the Controller’s Office indicate on the  top of the check request form Mail/Pick Up /Return to.  
• Reimbursements must provide the detailed/itemized original receipts for expense. You cannot submit the total as shown on your credit card statement. 
• Please approve that you have reviewed the budget and you have budget dollars  for the expense. If you do not have enough in your budget account line provide a  JE to the Budget Director to transfer budget dollars within your Organization.

Purchase Orders:

Manhattan University utilizes an online requisitioning system - Unimarket - that integrates with the Banner financial accounting system. Effective April 17, 2024, Manhattan University is asking all departments to ensure that a purchase order is prepared to support all purchases in excess of $1000. Additionally, our policy currently is to provide a competitive bid from 3 different vendors for any expenditure exceeding $10,000. For those purchases exceeding these thresholds, please be sure to work with our purchasing team to obtain appropriate purchase orders and quotes to support the purchase. 

When there is a new trusted vendor to be added to Manhattan University Banner / Unimarket finance system please send that request to pfountis01@manhattan.edu. Be sure to include a vendor W9, Certificate of insurance, workers comp certificate (if necessary), contact name, email address, phone number. 

If you have questions or require any assistance with processing a purchase order, training on Unimarket or obtaining competitive pricing, please contact Peter Fountis - Director of Procurement Services at pfountis01@manhattan.edu. He will be happy to provide you with the training or support needed.

Travel Expense Reports/Chrome River

As of July 2020 a new software was implemented for the processing of travel expense  reports. Chrome River can be accessed through quick links on the Manhattan University page. It is  very user friendly. All employees are set up in Chrome River and can complete all their travel  reimbursements by using this software. If it is a new employee contact Margaret Kelly to add  them to the Chrome River data. There is a user guide in Chrome River but please feel free to  contact Margaret Kelly for any assistance. Chrome River will itemize and detail your report with  information provided. The IRS mileage rate as of Jan 1 of the calendar year is used and  calculated through Chrome River. All calculations are completed in Chrome River, a report will be processed and the information will transfer to Banner from Chrome River. The report can be  completed by the person traveling or an assigned delegate. Once the report is completed and  approved it will go to the person’s supervisor for approval and then to AP for approval. Once AP approves the report, a check will be generated and the posting will show in your budget in BANNER. 

Miscellaneous

Please make sure when purchasing on a check request or P.O. that the Fund/Org/Acct has funds  available if not please provide a Budget JE to move dollars from the Account lines. 

1. Sales tax exemption forms must be used in New York and New Jersey for all  purchases. Please check with Controller’s for other States that provide exemption. If  taxes are paid in State’s that we have exemption, a reimbursement may not be made  to those who do not properly make use of sales tax exempt forms.
2. Petty cash reimbursement is limited to $25. Receipts must be provided. You cannot  split purchases onto separate petty cash slips in order to be reimbursed. Items in  excess of $25 need to prepare a check request form. 
3. Office supplies must be purchased from WB Mason since the University has signed an  exclusive contract to receive substantial discounts. Purchases may be made by each  department on-line through the WB Mason website. All items should be checked for the  “Best Price” symbol. Any problems or questions you might have when ordering  supplies should be directed to the Business Office. Other office supply stores such as  Staples, ODP should not be used. 
4. Unless your office is a service oriented department, sundry items for personal use  (such as aspirin, paper goods, facial tissues, air fresheners, etc.) are not to be  purchased as an expense to the university. Such items should be paid for personally. 

Don’ts

1. Do not submit a check request for items that are on a P.O. Submit the invoice with the  P.O. # marked on it. Please note approved ok to pay with a signature.
2. Do not pay for “personal” expense (i.e. gifts or gratuities for student employees or  other employees, parking permits/fines, parties, lunches, movies, office decorations,  office beverages/food etc.) through your operating organizations. Such expenses, if  incurred, must be borne by the members of the department.
3. Do not submit expenses for departmental holiday or other parties/celebrations. These costs must be paid by the members in your department. The University will no longer pay  for these events unless there has been prior approval from a Vice President.
4. Do not hold onto invoices; invoices must be approved and submitted to the  Controller’s Office as soon as possible. This avoids incurring late charges, and in  certain instances, enables the university to take advantage of early payment discounts.
5. Payment of subscriptions should be held until 3 weeks before they expire. Preferred method of subscriptions and membership is by check request.
6. Do not split capital purchases (items over $1000) into two or more components in  order to charge to an operating organization.
7. Do not send multiple Mass cards, flowers, etc. from one department. Excessive  purchases must be paid for by the department members themselves. 18. Do not sign up for auto insurance when renting a car for business travel. The University’s  insurance policy covers such usage. We can supply the auto rental company with a  Certificate of Insurance if needed.  
8. Do not take out more than one advance at one time. An accounting of each advance  must be submitted to the Controller’s Office prior to the granting of any future  advances. Please include the invoice/document number for the advance on deposits and JE report. The invoice number to include is found under the budget cost center  Document it appears I0xxxxx 
9. Do not use DHL/ Fed Ex. Use UPS or U.S. Express mail via the mailroom.