Welcome

Check Request Form Instructions

Purpose

Used to request payment to vendors/companies and individuals, for services rendered, honorariums, minor supplies ordered, subscriptions, membership dues, workshop/seminar/conference registrations, use of facilities, etc., when a vendor will not accept a purchase order. This form is also used to request cash advances and petty cash reimbursements.

Do not use this form for business expense reimbursement requests. Use the Expense Reimbursement Request Form for this purpose.

Do not use this form if a Purchase Requisition Form or a Purchase Order Form has already been submitted and/or processed. The Purchase Requisition form and instructions are located on ULV's website under Purchasing Dept. Simply forward all invoices with a Purchase Order Number listed on the invoice, to the Accounts Payable Department for processing. Submitting a check request with an invoice when there is an existing purchase order will duplicate the request.

The Check Request Form is located on this web site (ULV Finance) for download. The form is an interactive form; you should complete the form on line and then print it out.

Check Request Form Policy

The Request for Check form that is located on ULV's website under Administration and Finance must be used, all other request forms will be returned.

Requests for honorariums need to be submitted with a contract or letter of agreement and a W9 form, if there is not already a W9 form on file in Accounts Payable.

Requests for payments for services rendered need to be submitted with a contract or invoice (detailing the services being performed) from the vendor and a W9 form if there is not a W9 form on file in Accounts Payable. If the services rendered are for an individual or sole proprietor, please read the Employee vs. Independent Contractor Instructions before completing and submitting a check request. Payments to employees must be submitted to the Human Resources department. Complete the Independent Contractor Checklist, the form must be accurately completed and approved.

Requests for cash advances need to have the purpose for the advance documented and the date of the travel or event. The object code for all advances is 1310. An individual cannot approve an advance payable to themselves. Requests for petty cash replenishment must have original receipts attached with the purpose for the expenditure documented.

Form Instructions

All entries on the Check Request form should be printed or typed. Backup documents (invoices, registration forms, order forms, contracts, W9 forms, etc.) must be attached to the request. Do not attach a statement from a vendor listing the invoice #, date and amount. The actual invoice documenting the purchase, cost, taxes, and shipping must be attached. Incomplete or inaccurate forms will be returned for correction and resubmission.

Pay To: Enter the payee's full name (no nicknames) and address. Make sure to enter the "Remit To" address.

Banner ID: Enter the Student or Employee 8-digit Banner ID. Banner IDs are assigned by the Registrar's Office.

Deliver Check To: Enter the delivery instructions, i.e.,

Mail to Vendor
Mail to Department - (make sure to enter your name or the department name).
Pick-Up - (checks will be ready for pick-up on Fridays).

Date: Enter the date the Request for Check was prepared.

Date Check Required: Enter the date the check is needed; the date needed should have a Thursday's date. If there is an invoice attached showing terms of net 30 days Accounts Payable will issue the check approximately a week before the due date. An exception to this would be if the Vendor were offering a discount.

Check Amount: Enter the total amount requested.

Program # - Object #: Enter the 8 digit program # followed by the 4 digit object code. If there is more than one program #, object code, or invoice, complete the area below the Purpose of Payment.

Deliver Check To: Enter the delivery instructions, i.e.,
Mail to Vendor
Mail to Department- (make sure to enter your name or the department name).
Pick-Up- (checks will be ready for pick-up on Fridays).

If paperwork needs to be mailed out with the check be sure to attach the original to be mailed with the check and a copy for Accounts Payable files. If there are more than four lines of address please attach a self-addressed envelope (the system accepts and will only print four lines of address which includes the payee).

Program Name: Enter the name of the department

Purpose of Payment: Document the business purpose for the payment. Examples: Seminar registration (name of seminar) and the name of the individual (s) attending the seminar: Office supplies, Publications or books (attach the original order form and a copy) and document what the books or publications are for. For facility use please document the term and date (s) for the use and the purpose or for a hotel stay document the purpose for the stay, dates and the name of the individual (s). If you are requesting a cash advance make sure to state the purpose of the advance and the date of travel or event. You need to be specific when completing this area.

Approvals: The originator of the request needs to sign the form and the individual who is authorized to approve expenses for that budget. If the originator is the same as the Authorized Signature only one signature is needed in the Authorized Signature area. An Accounts Payable Signature Authorization form must be on file in Accounts Payable. The Signature Authorization form is located on this website (ULV Administration and Finance).

Business Office: Once the request is checked for completeness, accuracy and budget checked, the Administration and Finance office will authorize payment by signing the request.

Processing/Timelines

All accurately completed and signed Check Request forms must be received in the Accounts Payable Department by 12 noon on Fridays for checks to be ready the following Friday (Friday In-Friday Out). All requests (with the exception of cash advances) must have supporting documents, such as order forms, registration forms, invoices, contracts, W9 forms if applicable, etc. If you are requesting the check to be mailed directly to the payee make sure to attach the original back-up and a copy of the backup for Accounts Payable files. If the check is to be mailed back to the department attach a copy of the backup to the request for Accounts Payable files. Attach a copy of the entire invoice/billing not just the remittance portion of the invoice/billing.

Incomplete and inaccurate Check Request forms will be returned to the department for correction and resubmission, and will delay issuance of the check. The date the Check Request form is received in Accounts Payable accurately completed with the proper documentation is the date that is used for the processing timeline of in by 12 noon Friday out the following Friday.

Adherence to the above guidelines and instructions will enable individuals and vendors to be paid in a timely manner. For further questions pertaining to this form you may contact the Accounts Payable department at extensions 4111, 4112 or 4116.

Download Check Request Form (xls)