Check Request Form and Instructions

Purpose

Used to request payment to vendors/companies and individuals, for services rendered, honorariums, minor supplies ordered, subscriptions, membership dues, workshop/seminar/conference registrations, use of facilities, etc.  If a vendor will accept a purchase order, a purchase requisition needs to be completed instead of a check request .  Click here for the purchase requisition form and instructions. The Check Request Form is also used to request cash advances and petty cash reimbursements.

The Check Request Form can be downloaded at the link above.  The form is an interactive form; you should complete the form on line and then print it out.

Check Request Form Policy

The Univeristy of La Verne’s Check Request Form (link located at the top of this page) must be used; all other request forms will be returned.

All requests (with the exception of cash advances and Athletic Officiating Fees) must have supporting documents such as; order forms, registration forms, invoices, contracts, W9 forms if applicable, etc.  All requests need to have the original document that is to be mailed with the check attached.  A copy of the document, invoice, registration forms, order forms, contracts, etc. need to be attached also.  The copy has to be attached to the Accounts Payable check copy for auditing purposes and agencies regulations that require paid documents be kept for seven years.  All checks will be mailed out directly to the payee/vendor from the Accounts Payable Department. Any exceptions to this will need to be approved.

Honorarium requests need to be submitted with a contract or letter of agreement, the correct form from Risk Management and a W9 form, along with the Check Request.  If there is a W9 form on file in Accounts Payable, you do not need to submit another one.

Services Rendered requests need to be submitted with a contract or invoice (detailing the services being performed) from the vendor, a W9 form if there is not a W9 form on file in Accounts Payable, the correct form from Risk Management, and the Check Request.  If the services rendered are for an individual or sole proprietor read the Employee vs. Independent Contractor Instructions before completing and submitting a check request. Complete the Employment/Independent Contractor Classification Checklist, the form must be accurately completed and approved.  Payments for current and former employees must be submitted to The Human Resources department.  Contact Risk Management prior to entering into a contract for services to be rendered.

Cash Advance requests need to have the business purpose for the advance documented and the date of the travel or event.  The object code for all advances is 1310.  An individual cannot approve a cash advance payable to their self.  If your cash advance is associated with travel click here for the travel authorization form and instructions.

Petty Cash Replenishment requests must have original receipts attached with the purpose of the expenditure documented.  Click here for the Petty Cash Request Form.  A Check Request Form needs to be attached to the request form in addition to the receipts.

Do not use this form for business expense reimbursement requests.  Use the Expense Reimbursement Request Form for this purpose.

Do not use this form if a Purchase Requisition Form or a Purchase Order Form have been submitted and or processed.  Click here for the Purchase Requisition Form and Instructions.  Simply forward all approved invoices with a Purchase Order Number listed on the invoice, to the Accounts Payable Department for processing.  Submitting a check request with an invoice when there is an existing purchase order will duplicate the request.  Please do not complete a check request form if there is an existing purchase order.

Form Instructions

All data on the Check Request Form should be printed or typed.  Backup documents (invoices, registration forms, order forms, contracts, W9 forms, etc.) must be attached to the request.  Do not attach a statement from a vendor listing the invoice #, date and amount.  The actual invoice showing what was purchased, cost, taxes, and shipping needs to be attached.  Incomplete or inaccurate forms will be returned for correction and resubmission.

Pay To: Enter the payee’s full name and address.  Make sure to enter the correct “Remit To” address.

Banner ID: Enter the Student or Employee 8-digit Banner ID#.  Banner IDs are assigned by the Registrar’s Office.  Do Not complete this field if the ‘Pay To’ is not an University of La Verne Employee or Student.

Deliver Check To:  You can note “payee with attachments”.  All checks will be mailed out directly from the Accounts Payable Department.

If there are special handling/mailing instructions please note this on the check request.  Rates other than regular US mail will be charged to the requesting department unless otherwise noted.

Date:  Enter the date the Request for Check was prepared.

Date Check Required:  Enter the date the check is needed; the date needed should have a Thursday’s date.  If there is an invoice attached showing terms of net 30 days Accounts Payable will issue the check approximately a week before the due date.  An exception to this would be if the Vendor were offering a discount.

Check Amount:  Enter the total amount requested.

Program#-Object#:  Enter the 8 digit program # followed by the 4 digit object code.  If there is more than one program #, object code, or invoice please complete the area below the Purpose of Payment.

Program Name:  Enter the name of the department

Purpose of Payment:  Document the business purpose for the payment.  Examples: Seminar registration (name of seminar) and the name of the individual (s) attending the seminar: Office supplies, publications or books (attach the original order form and a copy) and document what the books or publications are for (teaching or office supplies).  For facility use please document the term and date (s) for the use and the purpose or for a hotel stay document the purpose for the stay, dates and the name of the individual (s).  If you are requesting a cash advance, make sure to state the purpose of the advance and the date of travel or event.  You need to be specific when completing this area.

Approvals:  The originator of the request needs to sign the form and the individual who is authorized to approve expenses for that budget.  If the Originator is the same as the Authorized Signature only one signature is needed in the Authorized Signature area. University of La Verne Clubs/Organizations requires two approval signatures.  The Instructions and Signature Authorization Form are located on this website. The Signature Authorization Form showing the approval signature (s) must be on file in Accounts Payable.

Finance Office:  Once the request is checked for completeness, accuracy and budget checked, the Finance Office will authorize payment by signing the request.  The request will be given back to Accounts Payable for processing.

Processing / Timelines

All accurately completed and signed Check Request Forms must be received in the Accounts Payable Department by 12 noon on Fridays for checks to be ready the following Friday (Friday In-Friday Out).  Incomplete and inaccurate Check Request Forms will be returned to the department for correction and resubmission; this will delay issuance of the check.  The date the Check Request Form is received in Accounts Payable accurately completed with the proper documentation and backup is the date that is used for the processing timeline of in by 12 noon Friday out the following Friday

Adherence to the above guidelines and instructions will enable individuals and vendors to be paid in a timely manner.  For further questions pertaining to this form you may contact the Accounts Payable Department at extensions 4111, 4112 or 4116.