Accounts Payable Check Disposition and Pick Up Policy

March, 2000 Change in Check Disposition and Pick Up Policy

As many of you may know from reading the local papers, Smith College
recently discovered an embezzlement, which is now in the process of being
prosecuted.  This disclosure has made us consider whether our controls and
procedures are adequate to prevent this type of problem.  As a result, we
are in the process of making some changes, one of which is eliminating the
return of a check to the person who requested it.  The return of checks to
the requestor was a central component of the defalcation at Smith.  We
have consulted with our auditing firm on this change, and they strongly
advise it.

Starting immediately, checks will no longer be returned to the person
requesting the check or invoice payment, but instead will be mailed
directly to the payee from the Accounts Payable Office.  If there is any
documentation or correspondence that needs to accompany the check, you
should include it with the check request or invoice.

Thank you for your cooperation in making this policy change.  If you have
questions, please contact Ellen Rutan (x2713).

Mary Jo Maydew
Treasurer

Follow-up to 3/14/00 post on Change in Check Disposition and Pick Up Policy

Based on feedback from members of the community, we are making certain
exceptions to the change in the Accounts Payable check return policy
announced on 3/14/00 by Mary Jo Maydew.  You will recall it was announced
then that checks would no longer be returned to the person requesting the
check or invoice payment, but instead would be mailed directly to the
payee from the Accounts Payable Office.

The following types of payments may be returned to a department if the
check request is authorized by someone other than the person requesting
return or pick up of the check:

  • Student awards for presentation at departmental gatherings
  • Payments to international lecturers whose home address is in a foreign country
  • Checks to the post office for postage that a department is picking up