Check Requests

Check request forms are to be used when requesting credit card or check payments:

  • to a vendor to pay an invoice for goods/services, please note that this is the
    PREFERRED METHOD!! We can pay directly using the University credit card
  • to a journal member who has paid out of pocket for journal-related expenses,
  • to the journal for reimbursement from expenses paid from the journal’s external checking account.

You should NOT use a check request form if the purchase being reimbursed is related to food or drink… for these expenses, you must fill out an Entertainment Reimbursement Form.

All check request forms must have the requisite supporting documentation. Please note that the University requires original itemized receipts. Please tape all receipts to 8 ½” x 11” piece of paper(paper must NOT have writing on the back) accompanying your check request form.

Paying an Invoice directly to the Vendor:

  • Submit a completed check request form with the vendor information included on the top portion of the form
  • Make sure the EIC, ME, or Admin Editor has signed off on the “Prepared By:” line
  • Provide the original invoice forwarded to you by the vendor

Paying a reimbursement to an individual:

  • Submit a filled-out check request form with the individual’s information (including student ID #) on the top portion of the form
  • Make sure the EIC, ME, or Admin Editor has signed off on the “Prepared By:” line
  • Provide original receipts showing expenses for which you’re seeking reimbursement

Paying a reimbursement to the Journal external checking account:

  • Submit a filled-out check request form with the signer on the external checking account information included on the top portion of the form. For clarification purposes, please indicate on the form that the reimbursement is for the journal, c/o the signer (ie. Jane Doe for CLR)
  • Make sure the EIC, ME, or Admin Editor has signed off on the “Prepared By:” line
  • Provide original receipts showing expenses for which the journal is seeking reimbursement

If the journal reimbursed a journal member from the external checking account, you must provide a copy of the cancelled check (or a printout from an online bank statement), showing that the person who originally paid for the items has received reimbursement from the journal. It is preferable to also provide a copy of the check issued to the journal member, so the check number and payee can be easily shown cross referenced to the cancelled check or statement.

For this reason, it is easier to have the person who originally paid for the expenses be reimbursed directly from the University. Please note, University reimbursements may take up to 4 weeks from the time the forms are submitted until payment is received.