Check Processing and Disbursement

Check Run Schedule:

During the Fall and Spring semesters, Lincoln University is open 5 days per week (see University Calendar for specific dates).  During this time period, Accounts Payable runs checks on Monday and Thursday.  In the event that a scheduled check run falls on a holiday, Accounts Payable will run checks on the next available day.

During the Summer semester, Lincoln University is open 4 days per week (see University Calendar for specific dates).  During this time, Accounts Payable runs checks on Monday and Wednesday.  In the event that a scheduled check run falls on a holiday during the summer schedule, Accounts Payable will NOT run checks until the next regularly scheduled date.

Submission Deadlines:

All invoices, Check Request Forms, and Request for Check Forms must be submitted to Accounts Payable prior to 1:00 p.m. on the check run day as identified above.  In order for Accounts Payable to process your requests, the following MUST be met:

• A requisition must be entered in Datatel.  See the Datatel Requisition Manual for more information.
• The requisition must be approved by all required approvers (see the Approvers section of the Datatel Requisition Manual for more information).
• The requisition must have a Purchase Order or Blanket Purchase Order number assigned to it.
• An Invoice, Check Request Form, or Request for Check Form must be received by 1:00 p.m. on the check run day.

If any of these steps have not been met by the stipulated deadlines, your check will not be written.  Accounts Payable puts every effort into meeting your requested deadlines.  However, it is the responsibility of the requisitioner to make sure that the requisition is approved and a purchase order is assigned to your requisition prior to the submission deadline.  The requisitioner's job does not end with the entry of the requisition.  Again, failure to comply with these requests may result in your check not being printed.

Disbursement Schedule for Accounts Payable Checks:

To allow adequate time for Accounting Services to obtain the proper signatures and verify the accuracy of the checks, Accounts Payable checks are not authorized for release until the day after checks are run.  At that time, the checks will be either mailed or available for pickup from the Cashiers after 3:00 p.m.

Therefore, during the Fall and Spring semesters, checks are available after 3:00 on Tuesday and Friday.  During the Summer semester, checks are available after 3:00 p.m. on Tuesday and Thursday.  PLEASE PLAN ACCORDINGLY.