Check Request Policy

Purpose

Check Requests are used to initiate payment for services or goods that do not require a purchase order (PO) and cannot be processed through the use of a TWU PCard or a TWU Travel Card. If a purchase or expense is questionable, contact Procurement Services before making the obligation to ensure that payment/reimbursement is allowed.

Check Request

Request payment for goods or services when P-Card is not accepted. Please allow up to 5 business days for payment processing procedures. If a check request form is needed, please email Accounts Payable at TWUPayables@twu.edu and a staff member will respond.

Authorized funds

• Fund 11 – Designated
• Fund 12 & 14 – Auxiliary
• Fund 19 – Restricted (must be an authorized purchase by granting agency)
• Fund 20 – Loan
• Fund 40 – Unexpended Plant (with the exception of State funded accounts)
• Fund 41 – Renewals and Replacements (with the exception of State funded accounts)
• Fund 42 – Retirement of Debt (with the exception of State funded accounts)
• Fund 50 – Agency

Allowed Purchases

Payments for the following are authorized to be paid with University funds and can be processed through a check request:

1. Filing and licensing fees
2. Postage/postal services
3. Registration fees (only if a TWU PCard or TWU Travel Card is not feasible)
4. Individual Student Travel Reimbursements

Prohibited Purchases

A Check Request may not be used for:

1. Memberships
2. Purchases over $5,000
3. Employee Travel*
4. E&G - Fund 10 accounts
5. Student Scholarships/Stipends related to tuition and fees
6. Reimbursements to employees when personal funds are used*

Procedures

All of the following conditions must apply:

• Funds are available in the account(s) used.
• Form has printed name and signature for both the Preparer and the Account Approver
  
  • Account Manager must match Oracle eBusiness Account Lookup found in Pioneer Portal
  • Preparer and Account Manager are not the same individual
  • If the Payee is also the Account Manager, then a Supervisor's signature is needed
• Department Head review and signature may be required due to the organizational structure of the department. It is up to the department to communicate and enforce that requirement. 
• Office of Research & Sponsored Programs review and signature is required if using a fund 19 grant account.
• Financial Aid review and signature is required if the Payee is a student.
• Divisional Vice President review and signature are required. 
• Vice President for Finance & Administration review and signature is required if proper Procurement policies have not been followed or if the amount is greater than $5,000. 
• Payee's supplier number is provided.
  • Instructions for how to find a supplier number.
  • For new suppliers, the initiating department should submit required forms to twuvendor@twu.edu. 
    • Completed and signed W9 form 
    • Completed and signed EFT agreement form

To expedite the processing of a check request, the initiating department should:

• Carefully review check request to ensure it is complete.
• Obtain appropriate signatures and confirm that all relevant supporting documentation is included. 
• Email the check request and supporting documentation to twupayables@twu.edu.

The check request will be returned to the preparer if:

• information is incomplete,
• funds are not available in the account provided, or
• the purchase is not in compliance with State and/or TWU purchasing policies and guidelines.

Please allow Accounts Payable up to 5 business days' processing time.

*Reimbursement requests are processed through Concur 

Exceptions to this policy and/or procedure may apply at the discretion of Financial Services.

Page last updated 2:40 PM, December 12, 2023