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 ²ÝÝ®´«Ã½¹ÙÍøÏÂÔØ PCard or a ²ÝÝ®´«Ã½¹ÙÍøÏÂÔØ 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. Requirements for individual student travel check requests may be found on the Dean of Students Website.
- Prospective employee or non-employee travel reimbursements
- Filing and licensing fees
- Postage or postal services
- Registration or Sponsorships (only if a ²ÝÝ®´«Ã½¹ÙÍøÏÂÔØ PCard or ²ÝÝ®´«Ã½¹ÙÍøÏÂÔØ 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 and Dues Approval Form.
- Employee Travel – Employee travel is processed through Concur
- Employee reimbursements when personal funds are used for ²ÝÝ®´«Ã½¹ÙÍøÏÂÔØ 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 is a valid chart string in Oracle Cloud.
- All required signatures are present.
- Supporting documentation is included.
- The purchase is in compliance with federal/state, ²ÝÝ®´«Ã½¹ÙÍøÏÂÔØ 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. Check Requests with account strings that do not have sufficient funds available for the payment will remain on hold in Oracle Cloud until sufficient funding is available. Preparers are responsible for ensuring sufficient funds are available in the departmental account.
Some exceptions to this policy may apply at the discretion of Financial Services.
Page last updated 2:55 PM, April 10, 2026