FIACCT 05-24_50 Payments – Checks/Warrants – Manual Warrant/Hand Typed Checks

Effective: July 1,1994
Revised: July 1, 2018
Reviewed: July 1, 2018

Purpose

This policy defines the policies for using the Manual Warrants/Hand Typed Checks.

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Background

A manual warrant (FINET transaction code MD) records in the system checks that have been written manually. The manual warrant transaction causes FINET to obligate a fund (if this has not already been done by a referenced document), and to adjust cash balance sheet accounts.

One manual warrant document represents a single check. A manual warrant can be the first (and therefore only) document in the obligation chain. Usually, however, the manual warrant is preceded by requisitions, purchase orders or payment documents. If, after a GAX or PRC is submitted, the items recorded on it become urgent and a check must be written immediately, a manual warrant can be produced by Finance. The manual warrant, in effect, closes the GAX or PRC, halting the check writing procedures for that payment. The GAX or PRC must, of course, be referenced on the manual warrant for this to happen. (Note: If the manual warrant is written for a partial amount, then the cash disbursement process will proceed using the remaining outstanding balance.) The appropriate requisition, purchase order, or GAX/PRC must be referenced on the manual warrant, so the appropriate lines can be updated in FINET. Amounts on manual warrants can be different from the amounts on referenced requisitions, purchase orders, or GAX/PRC lines.

Most actions that can be performed on GAX/PRC can also be done on manual warrants. The difference is
that a GAX/PRC posts to a liability account, whereas a manual warrant posts directly to cash.

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Policy

A request for payment must be made to the Division of Finance when a check (warrant) is needed
immediately. The Division of Finance will have final approval on all requests for manual warranties.

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Procedures