Check Requests
Does this apply to me?
- If you process payment requests for items listed on the Check Request Form (CRF) and you are the responsible person for a fund source, or a Unit Business Officer / financial manager, then yes it could.
What do I need to know about using check requests?
- Process steps - how is this supposed to flow?
- Key areas of risk - what to avoid or watch for
- Quick tips - the essential information, and links to more
- Training Courses - how can I learn more?
- Relevant Policies
Process steps:
- 1. Business Officer gets the approval for an expense from the appropriate budget holder and collects relevant supporting documents (this can include invoices, quotes, email documentation, deposit receipts, etc.).
- 2. The Unit Business Officer or their delegate prepares a Check Request Form (CRF), assigning a Project # and an Account Code.
- 3. Business Officer submits request to Accounts Payable (AP).
- 4. AP audits CRF and processes payment..
- 5. Check is issued.
Key areas of risk:
- Duplicate payment through multiple sources (i.e., paying twice through PCard, approved invoice, and/or check request)
- Rebates, credits, or refunds not deposited back into the appropriate Institute account
- Potential non-compliance with bidding thresholds and Institute procurement processes
- Lack of proper documentation of approval from the budget holder
- Reimbursements to individuals for Institute purchases include risk of sales tax payment and missed contract savings
- Unallowable purchases (food, alcohol, personal items)
Quick tips:
- Check requests are used only for payment of items specifically listed on the form. Office supplies, equipment, and most service payments are processed via the requisition / approved invoice process.
Courses:
Go to the Training web site to register for any of these courses, or click on a link below to read a description:
- Accounts Payable and the Check Request Form - This course provides an overview of policies, procedures and forms used to approve invoices and request payments via the Check Request Form.
Relevant Policies:
These links will open specific policies from the Institute's policy manuals as a new page or tab.
- Check Request Form - Financial Manual, Policy #5.5.1.6