The following Quick Guide for Convenience Check Users is presented for the convenience of employees within the Department of Commerce and Commerce Agencies. For the official policies and procedures related to this subject, please refer to the Department of Commerce Office of Financial Management Handbook at http://www.osec.doc.gov/ofm/ofm/whatsnew.htm.

1. I have both a Smart Pay Visa Card and convenience checks. Can I use either form of payment that I choose?
   Convenience checks are the payment method of "last resort." Convenience checks are not EFT compliant and are expensive to use. They should only be used if no other payment form is available. If a vendor accepts the Smart Pay Visa card, the purchase card must be used.

 

2. Can I issue multiple checks on the same day to the same payee?
   No.

 

3. Can I issue checks for recurring payments made to the same payee?
   No. A purchase card or a purchase order should be used for recurring payments.

 

4. What is my convenience check credit limit?
   $2,500.00 single purchase, and $5,000.00 monthly.

 

5. I have an invoice that is higher than my credit limit. Can I issue multiple checks to keep within the required convenience check credit limit?
   No. Splitting payments is prohibited in all instances.

 

6. I am not very familiar with the Federal Acquisition Regulations. Do the rules apply on small purchases made by convenience checks?
   Yes. The issuer of a convenience check is responsible for compliance with all FAR requirements, assuring that the purchase is legal, and that sufficient appropriated funds are available for the purchase.

 

7. We sometimes employ casual laborers for short periods of time. Can I pay them with convenience checks?
   Yes. If no other payment method is available, convenience checks may be used to pay for causal, non-recurring contract services such as lawn maintenance.

 

8. May convenience checks be used to give a salary advance?
   No. Any emergency deviation from this policy requires advance approval and documentation of management's justification. For regular employees, an advance for personal reason/ personal need is not an acceptable practice.

 

9. I want to attend a USDA (government agency) training class. May I send a convenience check with my registration?
   No. Convenience checks may not be used to pay another federal government agency.

 

10. I want to attend classes at a University. Can I pay for tuition, books, parking permits, etc with a convenience check?
    No. Convenience checks may not be used to pay universities.

 

11. I want to make a payment to an individual. Do I need to obtain his/her Social Security number and their address?
    Yes. CAMS now has the capability to capture 1099 data for the purpose of sending tax forms (MISC 1099) for payments made by convenience check.

 

12. I want to make a payment to a company. Do I need to obtain that company's federal tax ID number and their address?
    Yes. CAMS now has the capability to capture 1099 data for the purpose of sending tax forms (MISC 1099) for payments made by convenience check.



13. Can I be held personally liable for an improper payment made with a convenience check?
    Yes. You are responsible that all convenience checks that you issue are lawful expenditures, comply with acquisition regulations, departmental policy and that funds are available.



14. Do I need to keep a log of the convenience checks that I issue?
    Yes.

 

15. Where should I keep my supply of convenience checks?
    Proper safeguarding of purchase cards and convenience checks is the responsibility of each account holder. Upon receipt secure the VISA checks in a safe or locked file cabinet.

 

16. Do I need to account for spoiled checks?
    Yes. This will need to be included in your periodic inventory of your convenience check supply.

 
17. Can I issue a stop payment on a convenience check?
    Yes. A $10.00 stop payment fee will apply.

 

18. Can I pay for airline tickets or hotel expenses with a convenience check?
    No. Federal travelers must use a Travel Card for these expenses.



19. Can I use a convenience check to pay a spot (Cash-In-A-Flash) award?
    No.



20. Can I use a convenience check to pay for gasoline and oil for a government car?
    No. Unless operationally necessary and no alternative purchase option exits.



21. Can I use a convenience check to pay my employees local travel claims?
    No. All payments to employees should be direct deposit.



22. A vendor has asked for an advance on his contract. Can I pay this by convenience check?
    No. You are not permitted to make advances to vendors by any payment method.



23. Can I receive cash back when I pay with a convenience check?
    No. A convenience check must be for the exact amount of purchase only.



24. Can I purchase a personal item with a convenience check, or issue a check to myself and pay it back later?
    No. This is grounds for disciplinary action including termination.



25. Can I pay an honorarium of fee for service to a non-US citizen or a permanent nonresident alien by convenience check?
    No, unless the terms and conditions of his/her visa specifically authorize the receipt.



26. If I purchase something with a convenience check is it necessary to get an invoice?
    Yes. Get both an invoice and a receipt if possible.



27. May I allow someone else to make a purchase with my convenience checks?
    No.

 

28. Are the purchases I make with convenience checks going to be reviewed?
    Yes. Finance offices will be reviewing 100% of convenience checks issued. Also, supporting documents will be subject to review for up to six years.

 

29. I am going to be out of the office. Can I delegate authority to someone else to sign convenience check during my absence?
    No.

 

30. I am moving to another office within my agency. Can I keep my credit card and my convenience checks?
    No. Your new operating unit will issue your new card and convenience checks if needed in your position.

 

Negligence or intentional use of the account for other than official Government business, will be considered an attempt to commit fraud against the U.S. Government and will result in immediate cancellation of the account.