The Request to Purchase/Check Request Requisition form is also used to request a check in those situations where a Purchase Order is not possible, such as an honorarium or reimbursement for out of pocket expenses. To request a check:

• Indicate a “Check Request” by checking the box in the upper left corner.
• Date the requisition and show when the check is needed. (If the check is an advance, indicate when the actual expense(s) will occur.)
• Check will be made payable to the name listed as “Payee or Vendor”. If an individual, use theirfull name including middle initial, because we often have more than one person with the same name. Provide I.D. number if available.
• Include the complete address of the payee or vendor.
• Indicate where to send the check:
  • Payee – we will mail the check to the non-campus address provided.
  • Hold – the check will be held in the Business Office for pick up
  • Name and department if you want it delivered to a campus mailbox. Checks are not delivered to student mailboxes, but are held in the Business Office or delivered to faculty or staff mailboxes by request.
• Indicate the department and account number to be charged for the expense (center or project number). An expense can be divided and allocated to more than one account number on the same requisition.
• Provide a brief description of the expense.
• Precisely indicate the total dollar amount of the check needed.
• Attach receipts or other documentation supporting the amount requested. If this information is not available, please provide an explanation.
  • Staple any supporting documentation to the check request.
  • Paperclip to the check request anything that is to be sent with the check.
• On all reimbursement checks for entertaining guests, the Business Office needs:
  • receipts
  • a list of guests attending the function
  • reason for the college function
• The check request needs the signature of the account administrator or department chairperson.
• If a check of $500 or more is to be paid to an individual, the person’s home address and social security number must be provided in order to comply with Internal Revenue Service regulations.
• Please be sure that check requests are not left in the purchase order box in the Business Office.
• White copy of the requisition is for the Business Office. Pink copy is for the originator.

Checks are printed on Monday, Wednesday, and Friday afternoons. A request must be received by noon Monday, Wednesday, or Friday in order to produce the check by 3:30 p.m. that day. Submitting requests the day before checks are needed, or earlier, helps to ensure that all checks are processed in a timely manner.

MISCELLANEOUS BUSINESS OFFICE INFORMATION

Cash Reimbursements - The Business Office petty cash fund may be used for reimbursements in an amount under $25.00. Bring a receipt to the Business Office, complete a Petty Cash slip and receive cash. It is not necessary to complete a check requisition.

Sodexho Marriott Charges - When you receive invoices from Sodexho Marriott you should approve the bill by signing it and indicating the account number from which it should be paid. All copies of the invoice should be returned to the Business Office. A check request form is not needed.

Red Stamp - When you receive an invoice from the Business Office with a red stamp on it, just sign it and indicate the account number from which it should be paid. A check request form is not needed.

Cash/Checks - If you have any cash or checks to deposit, please bring them directly to the Business Office as soon as possible. Do not put them in the campus mailbox.

Student Checks - Any check issued to a student is held in the Business Office. We do not put a student’s check in their Hicks Center mailbox. However, we will return the check to a faculty or staff mailbox if indicated on the request.

Transfer of Funds – Requests for transfer of funds between College accounts should be submitted in memo format, stating the specific nature (budgeted funds or actual expenses) and reason for the transfer. Also provide account numbers and the dollar amount(s). The administrator of the account being charged should sign the memo. This information may also be provided by email to the Associate Controller.