Generally, Accounts Payable must maintain physical possession of each check and must mail the check directly from Accounts Payable to the payee. However, in certain situations, the new Check Pick-Up Policy authorizes City staff to complete and submit a Check Pick-Up Request Form to pick up the check--in exceptional circumstances and when approved by his or her department director.
Below are the following exceptions in which City staff may submit a Check Pick-Up Request Form:
- One-Time enclosure document requirement
- Urgent payment
- Payment that must be hand-delivered
- Payment to vendors that require prepayment at the time of services
- Settlement requests
Other exceptions will be handled by Accounts Payable on a case-by-base basis and will be approved at the discretion of the Accounting Manager.