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Check Pickup Process

Generally, Accounts Payable (AP) must maintain physical possession of disbursement checks and mail them directly. In certain situations, however, policy allows for faculty and staff to pick up disbursement checks. Such authorized employees must be identified on the payment request and present identification to the Cashier’s Office at pickup.

Review FSS/PPS 03.12, Check Pickup Process, for situations in which pick up is authorized. Requests outside of those authorized by policy will be considered on a case-by-case, exception basis. Checks will not be released to university staff unless a valid reason is provided, which must be approved by the Director of Accounting or their designee.

Departments who need to mail additional or confidential information with the check may bring it to AP to include with the payment. Department staff may seal the envelope, but AP will maintain control of the disbursement check until it is mailed.