Instructions for the Check Request Form by Noodlezs


									                        Instructions for the Check Request Form

Strict adherence should be given to the Business & Finance policy regarding procurement activities for
University purposes. Funds must be encumbered and secured with a purchase order for all purchases
above $2,500. The procurement card can be utilized for most goods and services below $2,500 (see
procurement card users guide). A petty cash request can be made for an individual reimbursement up to
a maximum of $100 with appropriate documentation (see petty cash policy).

Purpose of Form
Use the Check Request Form to process procurement transactions less than $5,000 only when situations
listed above cannot be used.

Specific Instructions

Preparer must type in all non-shaded areas

Date request is being prepared should be entered in this field.

Vendor#: Enter the 9-digit Banner vendor ID in this field. Access FTIIDEN (check the box marked all) to
execute a vendor search. If the vendor is not found in the Banner system, a request to create the vendor
must accompany the W9 form (signed by the vendor) to the Purchasing Office. Do not submit the check
request form to the Accounting Office until the Banner vendor ID is typed in the vendor# field.

The vendor# should be assigned to the same name and address appearing in the Pay To and Address
fields on the check request.

Enclosure box should indicate Y if remittance advice or other enclosure will accompany payment. Attach
an additional copy of remittance/document to the request and mark enclosure. Enter N if enclosure is not

Non-US Person/Entity box should be marked Y if payment is being made to a non-US citizen, non-US
entity or non-US permanent resident. A Y indicator requires attachment of the signed and completed IRS
form W-8 BEN and/or the Foreign National Information Form. The information form may be found at the site. Mark the box N for payments to US
persons and entities.

Banner Fund and Account numbers must be provided with the vendor invoice number, invoice date
and the dollar amount of the vendor’s invoice. List each invoice separately. The form’s calculated total
should equal the amount of the total invoices attached to the request.

Reason for Check should explain the purpose this payment will be made to the vendor. (Example:
“Payment for 1 year subscription of scientific journal”)

All invoices and necessary documentation for expenditure(s) must be attached. Quotes and statements
cannot be substituted for an invoice.

Requestor must certify the items to be purchased are less than $5000 and could not be purchased with a
procurement card, petty cash or purchase order. Unauthorized acquisitions creating an after the fact
situation must be explained. Any department initiating a procurement transaction that does not comply
with purchasing procedures will be required to provide a written explanation to the Purchasing Office
indicating the reason University purchasing guidelines were not followed. Violation of State and
University policies and procedures serve to weaken existing internal controls and jeopardize the
University’s fiscal flexibility.

Signatures of requestor and necessary approvals with date and phone number for contact person must
be provided before submitting to the University Accounting Office for processing.

                                                                               Instructions CKRQ 6/26/06

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