The Convenience Checkbook is issued to the Campus Business Administrator or BSC Manager, who will maintain responsibility for checkbook and issue and sign all checks.
Campus Business Administrator or BSC Managers will need to apply for a separate PCard account in order to use Convenience Checks, even though they may have an existing PCard account. The following two step process must be completed.
STEP 1 - Cardholder Account Form
The Campus Business Administrator or BSC Manager may obtain the Purchasing Card Account form, the HRSPUF form, on line in HUM. If this is not available, the form may be obtained from their Campus Card Administrator or the appendix. Please note all information not marked optional must be completed. Failure to do so will delay or even prevent the issuance of a checkbook.
The Second Embossed Line will be used to notify the Campus Card Administrator that this is a request for Convenience Checks. Enter "Convenience Check" on this line. Also make a notation on the PUF indicating the number of checks to order. Checks can be ordered in increments of 25, 50, 75 or 100. There is no charge for the checks and it is suggested that a six month supply of checks be ordered.
Also indicate on the PUF the name and address information you would like to appear on the Convenience Checks. Up to four lines are available. Here is an example of the recommended format:
All information on this form is strictly confidential. Information such as USID, birth date and mother's maiden name, are used by the bank to verify identity when contacted by phone. The date of birth will be obtained from the HRIS personnel files. Incomplete or missing information will delay the approval and issuance of a checkbook. Should the date of birth, or any other information be missing or incorrect, the Campus Card Administrator will contact the requestor for verification or completion. If the incorrect or missing data is related to personnel data, such as the date of birth, the individual should contact the campus personnel office to correct the HR information.
The Campus Business Administrator or BSC Manager is responsible for assuring the referenced purchase order and/or fund-area-org-object lines are valid in CUFS prior to forwarding a request for a new PCard account and checkbook. The Campus Card Administrator will verify this information in CUFS prior to issuing a request for the checkbook to the bank. No requests will be submitted to the bank without the information being on line.
Personal credit references will not be checked prior to issuance of a checkbook nor will anyone's personal credit rating be affected. Charges are paid directly by the University System of New Hampshire.
Upon completion of the HRSPUF, the form should be forwarded to the Campus Card Administrator for submission to the bank. The requestor will be notified when the checkbook has arrived. A mandatory training session must be attended before receiving the checkbook.
When the checkbook holder needs to reorder checks, he/she should contact the Campus Card Administrator via electronic mail. A four week lead-time should be provided. The Campus Card Administrator will place the reorder through the bank. The checkbook holder will be notified when the checks are received.
STEP 2 - Training Session
At the training session, the Campus Business Administrator or BSC Manager will receive their checkbook. The Convenience Checkbook Procedure(s) should be accessed on-line within the Finance and Administrative Procedures Manual at the Convenience Check Section of the Card Guides. The purpose of the session is to ensure that all of the policies, and procedures, along with roles and responsibilities involved with the use of the Convenience Checks are understood by the checkbook holder. It will provide an opportunity for any instruction not contained in the guide as well as a question and answer period.
Instructions on Completing the Card Account Form - (frames) (no frames).