Check requests are used to initiate payment for services or goods that cannot be handled through the TWU Requisition and Purchase Order process nor through the use of the TWU Purchasing Card.
State accounts (Fund 10) cannot be used on check requests. Only local and grant accounts (Fund 11, 12, 14, and 19) are acceptable.
Conditions for Reimbursement
- The Request for Check Form is completed. The form should be completed online, and printed to obtain 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.
Approvals Required for ALL Check Requests
- 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.
- 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.
An additional approval will be required for payments which could have been processed through the TWU Requisition and Purchase Order process or by using the TWU Purchasing Card. These exceptions will require an approval from the Vice President for Finance & Administration.
Expedite the Processing of a Check Request
- Carefully review the check request and confirm that all 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.
Helpful Information for Specific Requests
- 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 noted.
- 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. – Utilize TWU's requisition and purchase order process for this type of service. 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.
- Routine Student-Related Transactions – Activities involving student accounts receivable, and 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.
For additional questions related to Check Requests, please contact Pam Wilson, in the Controller's Office, at extension 3540.
page last updated 10/9/2008 15:07