Check Request Policy

Purpose

Check Requests are used to pay for services or goods that do not require a purchase order (PO) and cannot be processed through the use of a TWU PCard or a TWU Travel Card. Check requests may also be used for other payments with special circumstances not requiring Procurement action.

Allowed Purchases

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

Individual student travel reimbursements or non-scholarship awards
Prospective employee or non-employee travel reimbursements
Filing and licensing fees
Postage or postal services
Registration fees (only if a TWU PCard or TWU Travel Card is not accepted)
Food Purchases – Food Justification Form must be attached unless food is used for research in a lab/classroom or is for consumption by animals.

Prohibited Purchases

A Check Request may not be used for:

Memberships – Please complete the Membership Request Form found here.
Employee Travel – Employee travel is processed through Concur
Employee reimbursements when personal funds are used for TWU business. Employee reimbursements are processed through Concur.
E&G - Fund 110 chart strings
Student Scholarships or Stipends related to tuition and fees
When there should be a PO or there are no remaining funds on a PO – Contact Procurement for next steps.

Instructions and Form

Please find the Check Request Instructions and Form at the following link - Check Request [PDF]

Policy

A Check Request Form will only be approved and processed if the following conditions are met:

All required information is complete.
The account string has sufficient funds available.
All required signatures are present.
Supporting documentation is included.
The purchase is in compliance with federal/state, TWU policies and guidelines.

A Check Request Form will be returned to the preparer if any of the above conditions are not met.

Please allow 7-10 business days for Accounts Payable to process.

Some exceptions to this policy may apply at the discretion of Financial Services.

Page last updated 11:54 AM, March 12, 2025