TWU will reimburse an expense only when all of the following conditions are met: 

• A Request for Check Form is completed.  The form can be completed online, then printed for signatures.
• The expense is an authorized University Business expense.
• The business purpose is clearly stated on the Check Request form.
• The amount of the expense is supported by adequate documentation (i.e. original receipts, invoice, correspondence).
• The form has required approvals (signatures) of appropriate TWU personnel.

• Preparer - Employee responsible for initiating request. Include name, title, TWU extension, signature, & date.   If there is a problem with the request, the check request will be returned to the preparer.
   
• Department Approval - Must be approved by the authorized account holder for the department. Include name, signature & date.  By signing, the authorizer accepts the authorizer certification printed on the form.
   
• Vice President Approval - Must be approved by the appropriate VP, based upon TWU Reporting structure.
   
• Office of the Controller - Analyzing the request for compliance with State and TWU purchasing policies, the Controller’s office provides the final approval for payment.

• Vice President for Finance & Administration

• Carefully review the check request and confirm that all relevant supporting documentation is attached.
• Make sure payee information is provided, disbursement method is checked, and account information is accurate and complete.
• Keep copies of documents submitted.

• Business meal reimbursement - a listing of the attendees must be included and an explanation of the individual’s business relationship to the University (if that is not apparent).  The business purpose of the meal should be notated.
   
• Staff moving expenses – Review TWU Policy #3.06 Employee Moving Expenses for requirements in obtaining a reimbursement.  In addition to the documentation stated in the policy, provide a copy of the TWU letter stating the University will reimburse “x” amount for moving expenses as a result of employment.
   
• Refunds – provide copy of original payment to TWU (i.e. receipt), plus documentation supporting the reason for the refund.
   
• Guest Speakers/Musicians/Performers, Etc. – for these types of services, a check request is NOT the appropriate means of payment.  Arrangements must be made in advance to secure the individual’s service and that is when the payment for services must be considered.  Contact the Purchasing Office to obtain instructions for utilizing TWU’s Requisition and Purchase Order process for this type of service.
   
• Routine Student-Related Transactions – for activities involving student accounts receivable, refunds are processed through Higher One.  For transactions other than refunds, for which the only means of creating the transaction is through the check request process, the Vice President’s approval will not be required.  These check requests originate solely from the Bursar’s Office and the Financial Aid Office.