WHEN TO USE THIS FORM:
Use this form to reimburse employees and service providers for miscellaneous expenses and local travel and
meals.
Incorporated vendors may be paid using Form 2 when appropriate receipts and supporting documentation are
attached.
Form 2 may be used to request payment for catalog orders and subscriptions.
Prepayment of hotel and conference expenses should be requested using Form 2.
WHEN NOT TO USE THIS FORM:
Approved invoices (those with a vendor invoice number, a Clarke University account number and an approving
authorized signature on them) from incorporated vendors may be sent directly to Accounts Payable for payment
processing without this form.
Payments for consulting, professional and fee-based services and to other vendors who are not incorporated
should be processed on Check Request Form 1.
Honoraria should be processed on Check Request Form 1.
INSTRUCTIONS FOR USE:
Original receipts are required for all reimbursements. If original receipts are not available, the “Lost/Missing
Receipt Affidavit” is required and can be found on the internet under Business & Finance.
Receipts that are not letter size must be taped to a white sheet of paper (8 ½ x 11). Several receipts may be
taped to each sheet of paper (one side only). This process will significantly improve the review of receipts and will
assist in preventing lost receipts. Please do not overlap or turn vertically on the paper.
Proof of payment and proof of receipt are required for reimbursement of mail order items. Examples of proof of
payment include: a copy of the front and back of a canceled check, original itemized credit card receipt, or a paid
receipt. Examples of suitable proof of receipt include the order acknowledgment, paid receipt for goods received,
or packing slip.
When using the Form 2 to place an order or prepay a conference or hotel expense, supporting documentation and
an explanation of the expense must be attached. Submit a copy of a registration form, membership form,
subscription, order blank, or a description of the goods and services being purchased. If the payment should be
mailed directly to the vendor or payee, enclose the original and a copy of the order form or supporting
documentation to be enclosed with the check.
CHECK REQUEST FORM 2 CHECKLIST
I have…
______ Reviewed for proper account number and authorized signer.
______ Reviewed for accuracy and completeness.
______ Ensured all required receipts and/or documentation is attached.
______ Ensured an extra copy of enclosure (if any) information is attached.
______ Verified all math calculations.
