Instructions on Completing the Check Requisition:
This Check Requisition Form will be used for all payment of expenses except Travel Claims.
Complete the Check Request as follows:
• Attach Original Receipts/Proof of payment (if transaction date and/or Vendor name is
missing on the receipt, please handwrite).
• Payee Name: Enter First and Last Name (Person) or Full Company Name
• Payee Address: Enter the address of the payee
• Type – Check the Box as appropriate:
o Expense Reimbursement – Check this box if claiming out of pocket expenses
o Other – check this box if paying an invoice, student refund, etc.
o Cash Advance – Check this box if requesting for advance. Note: if this box is
selected, the Agreement to submit the actual expense and receipts within 30 days
must be signed
o Cash Advance Agreement – Sign this statement only if this request is for a cash
advance
• W-9 – Check the box as appropriate
o On file – Select this box if W-9 has been submitted and filed previously (Old
Vendors)
o Attached - Select this box if your attaching a W-9 for new vendors
o N/A – Check this box if W-9 doesn’t apply (i.e. employee)
• Payee Type: Select the payee type as appropriate
o Employee
o Student
o Vendor
o Applicant (Faculty or Staff) – invited for job interview
• Accounting Code Table – Enter Accounting Codes in the Appropriate Column. Note: If this
is a Cash Advance, Dept ID = 00000; Object = 1450
o Fiscal Year – Enter the Current or Applicable Fiscal Year (e.g. 2010-11)
o Function – Enter the 2 digit Function Code (e.g. 50) – optional
o Dept ID – Enter the 5 Digit Department ID Code (e.g. 66050) - required
o Object – Enter the 4 Digit Expense Code (e.g. 5645) - required
o Amount – Enter the Expense Amount for each transaction
o Total – Enter the sum of all transaction expenses
• Explanation/Purpose of Expenditure – Important - Explain or provide justification for the
expense(s). The expense must have a business connection to the college
• Check Delivery – Sel
ect the box whether the check will be mailed or picked-up;
• Checks requested by 2 p.m. on Mondays will be availabl
e at earliest by Friday 5 p.m.; “due
by” date will be used for payments due in more than one week from the request.
• Contact Information
o Prepared By – Enter the person submitting the request
o Department – Enter the Department submitting the request
o Date – Enter today’s date
o Extension – Enter the Department’s phone number
• Authorized By – Signature 1/Date, Signature 2/Date if exceeds $5,000
• CFO – Obtain CFO Signature if amount is $5,000 and above
• Other – any additional authorization if required.
