INTRODUCTION TO PURCHASING CARD CONVENIENCE CHECK PROGRAM
Procedure 9-115
Issued By: USNH Controller and USNH Purchasing
Issued: 01/24/01
An additional feature of the University System of New Hampshire's Purchasing Card program is the Convenience Check component. Convenience Checks compliment the Purchasing Card program by providing the Campus Business Administrator or BSC Manager with check writing capability to reimburse USNH employees or make purchases from vendors who do not accept credit cards. The Convenience Checkbook is associated with a PCard account specifically designated for Convenience Check transactions. Convenience Check transactions are posted to this Purchasing Card account and are electronically transmitted to the HUM and CUFS systems in the same manner as standard PCard transactions.
Convenience Checks will also enhance the reimbursement process by allowing reimbursements to employees for certain business expenditures up to $1000, the general maximum PCard transaction limit. (See Procedure 9-117 for a description of allowable convenience check purchases).
There is a $.50 charge, issued by the bank, for each Convenience Check that is used. Because of this charge, it is suggested that petty cash be used for transactions that are less than $100.00.
The checkbook holder is the only individual authorized to issue and sign Convenience Checks and retains ultimate responsibility for the security of the checkbook and all transactions. The checkbook holder has responsibility for safeguarding the convenience checks and shall follow Finance and Administrative Procedures 4-001 through 4-005, related to the maintenance of petty cash and imprest checking accounts, in this regard. All checks must be accounted for at all times. Check and checkbook activity are subject to review by internal and external audit and regular C.O./Purchasing PCard reviews. Checks must be kept in locked safe or cash box at all times.