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Completing a Check Request Form

All information on the Check Request Form must be completed, typewritten is preferred.

NOTE: If supporting documentation is not supplied; if invoices/receipts are not stamped; or if paperwork is not submitted correctly, the Foundation Office reserves the right to return the unprocessed check request form(s) to the requestor.

The following summarizes the various fields that must be completed on the check request form.

DATE: date you are preparing the form

DATE REQUIRED: deadline that you need the funds

APPROVALS/Requested By, Phone # and Email Address: name of the requestor; requestor's campus phone #; requestor's email address

APPROVED BY: signature of the department chair, if different from requestor

1099: check this box, if payment is for consulting fees or services rendered

MAKE CHECK PAYABLE TO: the full name of the payee

ADDRESS: complete mailing address of the payee

INVOICE NUMBER: if an invoice (not a receipt) is available, there generally is an invoice number assigned to the expense. For receipts (not invoice), enter "RECEIPT" in this field

INVOICE DATE: the date of the invoice/receipt

DESCRIPTION: list the specific details relating to the expense (ex: Dr. Smith, travel reimbursement for 1/2/15 event in NYC, dinner with Dr. Oz)

INVOICE AMOUNT: amount of the expenditure, for account number provided (use if multiple accounts)

ACCOUNT NUMBER: enter the foundation account number assigned to your department, in its entirety (ex: 3137.30.0 or 4182.10.S). The last 3 digits are required. You can assign multiple Foundation account numbers to a check request.

EXPENSE AMOUNT: amount of the expenditure, for which you have receipts

CHECK #: this field is filled in by the Foundation Office

DATE ISSUED: this field is filled in by the Foundation Office

TOTAL $: total expense amount column

Required Supporting Documentation

The following documentation is required when submitting the check request form.

It is recommended that copies of invoices/receipts, travel expense reports, etc. also be kept in the requestor's office, along with the pink copy of the processed Check Request Form.

  • original invoices/receipts must be attached to the check request form
  • for reimbursements relating to travel expenses, a Travel Expense Report must be completed and attached to the check request form, along with original invoices, receipts, charge slips, etc.
  • when requesting reimbursement, using state and federal per diem rates aren't required. It is recommended that meal, lodging and miscellaneous receipts be submitted.
  • Employee/Independent contractor payments, please refer to the Employee/Independent Contractor Checklist (provided by HR). Complete the checklist, submit with the completed check request, Consultant/Service Agreement, W-9 form to the HR office for approval. If approved, HR will send the documentation to the Foundation Office.
  • Purchase Orders, for instances when a vendor requires a purchase order, complete a Foundation Purchase Order form and submit to vendor. When the product is received, the original invoice/receipt must be either stamped or marked "RECEIVED."Submit the invoice/receipt, along with a completed check request to the Foundation Office, Raymond 507, for processing.

Forms are available online.