Check Request Policy

Purpose

Check requests are used to initiate payment for services or goods that do not require a purchase order (PO) and cannot be processed through the use of a TWU PCard. If a purchase or expense is questionable, contact Procurement Services before making the obligation to ensure that payment/reimbursement is allowed.

Check Request

Request payment for goods or services when P-Card is not accepted. Please allow up to 5 business days for payment processing procedures. If a check request form is needed, please email Accounts Payable at TWUPayables@twu.edu and a staff member will respond.

Authorized Funds

  • Fund 11 – Designated
  • Fund 12 & 14 – Auxiliary
  • Fund 19 – Restricted (must be an authorized purchase by granting agency)
  • Fund 20 – Loan
  • Fund 40 – Unexpended Plant (with the exception of State funded accounts)
  • Fund 41 – Renewals and Replacements (with the exception of State funded accounts)
  • Fund 42 – Retirement of Debt (with the exception of State funded accounts)
  • Fund 50 – Agency

Purchases

Payments for the following are authorized to be paid with University funds and can be processed through a check request:

  1. Filing and licensing fees
  2. Payments to grant subcontractors
  3. Postage/postal services
  4. Insurance premiums
  5. Board of Regent and student travel reimbursements
  6. Reimbursements to student organizations approved by Student Development
  7. Registration fees (only if a PCard is not feasible)
  8. Officials’ fees for athletic events
  9. Reimbursements to employees (see )
  10. Medical services for student athletes
  11. Refunds
  12. Employee moving expenses (see TWU Policy for moving expenses)

Procedures

All of the following conditions must apply:

  • The expense is an authorized University Business expense
  • The business purpose is clearly stated on the Check Request form
  • The amount of the expense is supported by adequate documentation (i.e. original receipts, invoice,
  • The form has required Approvals (signatures) of appropriate TWU personnel. 

Approvals

The following approvals are required for all requests:

  • Preparer — the employee responsible for initiating request. Include name, title, TWU extension, signature, & date. If there is a problem, the check request will be returned to the preparer.
  • Account Manager — the individual authorized to approve expenditures for the account. Include name, signature & date. By signing, the authorizer accepts the authorizer certification printed on the form.
  • Procurement Services  — Following a review for compliance with State and TWU purchasing policies. Procurement Services provides the final approval for payment.

Additional approvals are required if applicable:

  • Restricted Funds — check requests paid with Grant accounts require authorization from the Office of Research and Sponsored Programs.
  • Employee Supervisor — an individual cannot authorize his/her own reimbursement; the payee’s supervisor or an individual at a higher level than the payee must approve the check request.
  • Departmental Vice President & Vice President for Finance and Administration — Payment for goods or services that should have been processed with a PCard or through the TWU Requisition and Purchase Order process will require these approvals.
  • Financial Aid — If the payee is a student, the Check Request must be approved by the Office of Financial Aid.

Additional Requirements

The following documentation is necessary to support specific requests:

  • Business meal reimbursement — a Food Purchase Justification Form must be included.
  • Employee moving expenses — See Employee Moving Expenses for requirements. In addition, a copy of the appointment and allotted moving expenses, signed by the Provost, is required.
  • Refunds — provide copy of original payment (receipt) to TWU, plus documentation supporting the reason for the refund.

Expedite Requests

To expedite the processing of a check request, the initiating department should:

  • Carefully review the check request and confirm that all relevant supporting documentation is attached.
  • Make sure payee information is provided and account information is accurate and complete.
  • Keep copies of documents submitted.

The check request will be returned to the preparer if information is incomplete or not in compliance with State and/or TWU purchasing policies and guidelines.

Page last updated 12:22 PM, March 27, 2020