Writing Checks

When a check needs to be written for any reason, ask one of the three designated staff to write it – the Staff Accountant, the Accounting Manager, or the CFO. If none of those three people is available, ask the Administrative Director or the COO.

The check writer must know the purpose of the check, and that it has been approved by PO or that the customer invoice has been reviewed BEFORE it is written.

The check writer must write on the checkbook stub to whom the check is written, and what it is for (refund, Post Office, jewelry repair, shipping, etc.). Make sure to write the exact same name or business name as that which you write on the check; if a stop payment is needed for any reason, the bank must be given the correct information.

No one is authorized to take a blank check out of the checkbook unless directed to do so by the CFO, COO, or CEO. If a check is taken and the check writer does not know the amount or the payee, write on the checkbook stub whatever is known about the payee or purpose, or at least who took it. Then follow up to determine the amount and payee and complete the checkbook stub as soon as possible.

Staff do not hand unsigned checks to people from other departments expecting them to gather signatures. The person preparing the check takes it to two signers along with documentation of what it is for, obtains the signatures, and then gives the signed check to the person who requested it.