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HR Disbursement vs. Request for Check

Some payments made by the University are paid through Human Resources (HR) instead of Accounts Payable (AP).  Due to the nature of these HR disbursements, and the signatures required on Request for Checks (RFC) for these types of payments, we have been requested to implement a form specific for HR Disbursements.  Users will find that three signatures are required before HR Disbursements can be processed.  These signatures include:

  1. Department Supervisor / Chair
  2. Division Leader / Dean
  3. VP for Human Resources

One consistent attribute that determines which area is responsible (HR vs. AP) for disbursing a payment is whether the individual receiving the payment is employed by the University.  HR is responsible for all service payments going to University employees.  Note:  While departments are no longer required to submit Banner documents (encumbrance/requisition) for these types of payments, they are still required to ensure funds are available to cover the payment before it is processed.  The following are examples of payments made by HR:

  • Checks related to Payroll Deductions (Colonial Life, LCA, etc.)
  • Faculty relocation expenses ⇒ submit via P-1 and include all receipts
  • Continuing Education from an external school (not LU)
  • Employee Professional Fees (e.g., drivers, event pianist, course development)
  • Lost/Outdated payroll replacement check requests
  • Workman Compensation premium payments
  • NYS Insurance Fund
  • Awards and honorarium checks to employees

The following items still require a Banner document (encumbrance/requisition) and RFC, and are to be disbursed by Accounts Payable:

  • Non-employee wage/service payments (e.g., overseas adjunct faculty)
  • Per Diem and travel funds for employees

If users are unsure of which form is necessary, they should contact their Budget Analyst in the Financial Planning & Budgeting office.  Please find your analysts’ contact information on the FP&B website here.


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