Section 800: Financial Affairs
804.15 Contingent Revolving Fund Checks
Effective: October 1, 2007
Revised: October 1, 2007
Review Date: October 1, 2009
Responsible Party: Vice Chancellor for Finance, Administration & Student Affairs

Policy:

Montana State University-Northern is authorized by the Montana State Department of Administration to maintain a local checking account to be used to make disbursements where timing is a factor. The Contingent Revolving account is to be used only for purposes demanding immediate payments.

Montana State University-Northern has established the following procedures which are consistent with State guidelines. Abuse of guidelines could result in cancellation or reduction of the account by the Department of Administration.

Procedures:

• All checks will be written in Helena unless there is a discount requiring immediate payment, or as noted below.
• All payment to individuals, for services rendered to the University will be made by check from Helena unless advance approval of the Business Office Manger or the Controller.
• All reimbursements for expenses should, when possible, be written and mailed from Helena. Exception: Person was required to make payment and a delay of reimbursement for 10 days would cause a hardship. (Use of agency purchase orders and travel advances should minimize these requests.)
• Travel advances should be requested 10 days in advance for all scheduled events. Exception: Emergency advances require approval of the Director of Business Services

References:

Montana Codes Annotated Sections 17-6-101 to 105, 17-2-201; and
Montana Operations Manual, Volume II, Chapter 1900.

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