Chapter 2. Accounting Services
Section 2.7. Accounts Payable

2.7.2. Check Requests

Certain types of items can be purchased without a University purchase order. The following are items that are normally paid by check request:

• Conference/seminar registration fees


• Fellowships


• Honorariums


• Inter-library loan


• Lodging deposits


• Lodging expenses for non-employees


• Memberships


• Postage


• Refunds/overpayments


• Royalty payments


• Agency fund expenditures (student organizations/payroll deductions)


• Petty cash replenishment requests

To purchase an item by check request, do the following:

1. Complete a check request form, available from Accounting Services by calling 7-2371 or from the Web site <http://www.admin.mtu.edu/acct/forms/facultystaff/index.html>.



2. Complete the hard copy check request, with the following information:



1. Name of individual/company/organization to whom the check is payable.

NOTE: Payments to individuals must include a social security number or federal ID number.

2. Complete mailing address

NOTE: Checks can be sent to University departments but a mailing address is still required.

3. Indicate special mailing instructions such as "Hold for Pickup" or "Send to Department"



4. An explanation/purpose of the payment



5. Index and account code to be charged



6. Authorized signature




3. Supporting documentation (registration forms, order forms, remittance advice, receipts, invoices) must be securely fastened to the check request. Any reimbursement must include proof of payment such as a paid invoice or credit card statement, or receipt. If the request is made via the Web, supporting documentation must be forwarded to the appropriate accountant.



4. Indicate if enclosures must be sent with the check.

To process a check request on-line, do the following:

NOTE: Individuals can only access the on-line Check Request by submitting an Access Request Form to Accounting Services. Refer to Web site <http://www.admin.mtu.edu/acct/pdf/wwwcheckandib.pdf> for the request form. For more information, contact Bobbie Dalquist <rbdalqui@mtu.edu>. Once an Access Request Form has been completed, Accounting Services will contact the individual with a password.

1. Complete the on-line form with the following information. Refer to Web site <http://www.admin.mtu.edu/acct/forms/forminfo.html> for instructions on completing the on-line form.



1. Enter the name of the person to whom the check is to be written.



2. Enter the address of the person to whom the check is to be written.



3. Enter the City, State, and Zip Code *use Zip + 4 if possible*.



4. If needed, enter the Social Security Number.



5. Enter the requestor’s name.



6. Enter the requestor’s department name.



7. Enter the requestor’s e-mail address.



8. Enter the purpose of payment. The text wraps in the box and can hold as much information as entered in it.



9. Enter the amount for #9.



10. Enter the account index that will be charged for the check request.



11. Enter expenditure account code to be charged, if known.



12. Enter the amount to be charged to the index in box #13.



13. (#16 - #24.) Enter any additional information in these boxes as needed.



14. Enter the total amount for the check request. Make sure all the numbers add up correctly. If numbers are not correct, this could seriously delay the processing of the request.



15. Enter the e-mail address of the approving party. An e-mail form will be sent to the approving party, notifying them that a check request is being processed.



16. Enter any special instructions such as "will pick up" or "send it to the department", for the check request.



17. Indicate whether there are attachments by clicking on the appropriate box. Send the attachments to Accounting Services: General/Auxiliary/ Plant Accounting or Research Accounting with a copy of the check request that is e-mailed to the requestor. The check request will be processed when the attachments are received. If “no attachments” was marked, do not send a paper copy to Accounting Services. The check request will be processed as promptly as possible.



18. Send the check request to the appropriate area within Accounting Services.