The Academy of Natural Sciences

INSTRUCTIONS FOR PREPARING A CHECK REQUEST

Use a Check Request Form only when authorizing the types of payments shown below.  For all other purchases up to $2,000, use the University Purchasing Card issued to your department or Request to Purchase form for larger purchases exceeding $2,000 available at http://www.drexel.edu/procurement/request/request.html.

WHEN TO USE A CHECK REQUEST

Use a Check Request form for the following types of payments. If you are authorizing a payment that is not included on the list, contact the Accounts Payable Analyst or Director of Procurement, as appropriate, before the purchase is made.

  1. Membership dues and fees
  2. Registration fees that are non-travel related
  3. Subscriptions
  4. Postage
  5. Payments to independent contractors
  6. Licenses
  7. Honoraria
  8. Advertisements
  9. Interlibrary loans
  10. Prizes or awards
  11. Foreign currency transaction payments
  12. Wire transfer payments
  13. Travel reimbursements for non-employees
PROCEDURE TO COMPLETE A CHECK REQUEST

SECTION #1: PAYEE INFORMATION

  1. Enter the payee name and complete mailing address exactly as it is to appear on the check.  For payments to individuals, a permanent home address is required.
  2. Attach the original invoice or other original documentation that substantiates the payment for audit purposes.
  3. Employee and student payees must provide their University ID number.  Do not use Social Security Numbers.      
  4. For non-employee payees, enter a social security (SSN) or taxpayer identification number (TIN).  A federal employer identification number (EIN) is required for unincorporated entities (businesses that are not incorporated).  Contact the Accounts Payable Manager if you have questions about the vendor’s identification number.  
  5. If the payee is an individual, indicate the citizenship status and whether the payee is an employee of Drexel University.  Questions regarding payments to Non-resident Alien individuals should be directed to the Tax Department at taxoffice@drexel.edu or (215) 895-6880.
  6. Answer all procurement card questions.

SECTION #2: JUSTIFICATION AND DELIVERY

  1. Enter the business reason for the expenditure, referring to the types of payments listed above.
  2. To facilitate timely payment, checks will be mailed directly to payees. "US Mail" is the default distribution method. A Request to Mail with Enclosures must be accompanied by the original documents to be mailed to the payee AND copies of the documents for audit purposes. 
  3. Pick-ups are for emergencies by arrangement only.

SECTION #3: FUNDING SOURCE

  1. Enter valid fund/organization/account numbers having sufficient funds to cover the payment.  Enter amounts to be charged to each cost center.   
  2. Non sufficient funds situations must be resolved by the department administrator and will result in delayed payment(s).

SECTION #4: APPROVALS

  1. The Check Request must be signed by individuals having the appropriate level of approval authority for the Cost Center(s) and include printed name(s) and date(s).
  2. The preparer is required to enter her/his name, location, telephone number, and date. This information will be used to contact the preparer when questions arise.

PLEASE NOTE:

  • Failure to complete all four sections of the Check Request may result in the return of the form to the preparer and will delay payment.
  • Submit original form and supporting documents to the Accounts Payable Department, 3201 Arch Street, 4th Floor.  An after-hours mailbox is located in the Arch Street lobby.
  • Please allow seven to ten working days for processing.