Check Request

• Form
• Instructions
• Approvals
• Routing
• Requisitions/Reimbursements
• Employee Reimbursements
• Independent Contractor Services
• Payments to Nonresident Aliens
• Document Flowchart
• Frequently Asked Questions

Form Instructions

1. Payment Information: Indicate the name, Social Security number/Employee ID and address of the payee. Social security numbers (SSN) are required for all payments to individuals, including subject pay, speakers and lecturers fees and expense reimbursements, unless they are employees, in which case, they may use their Employee ID number.

   Exception: SSNs are not required for one time subject payments less than or equal to $50.

   • When the payee is an independent contractor, provide their home address.
     
   • When the payee is an employee, provide their campus address, including PO Box.

   Leave the vendor number blank if payment is to a vendor.

   Indicate if the payee is a student, employee or US citizen. If the payee is NOT a US citizen, indicate the visa type and country of issue. Refer to Payments to Nonresident Aliens

2. Check Distribution Information: If a department representative will be picking up the check as allowed by Independent Contract Services, check the box and indicate the date the check is required.

3. Funding: Record the six digit FRS account(s), with the appropriate object code(s). For sponsored project accounts, also record the month, day and year the account will terminate. Provide a brief description for each line and the amount to be charged to each object code. The Business purpose of the expenditure and addittonal descriptions or explanaitons should be provided in the Comments field.
   1. If the payment is a third party payment, indicate the name of the independent contractor on whose behalf the payment is being made.

   2. If the payee is an independent contractor and the payment includes reimbursement for meals, lodging and transportation, record the fees and expenses on separate lines.

      NOTE:Attach original itemized receipts when reimbursing expenses. If original receipts are unavailable, reimbursements will be considered a fee and will be reported to the IRS as earned income on IRS form 1099.

4. For Independent Contractors: Complete this block when paying an independent contractor and the Independent Contractor Form, Performance Arrangement, Performance Contract or other University approved contract is not attached.

   The independent contractor must certify that the amount, the dates of service and the nature of the service are correct by signing in the space provided.

Return to top

Approvals

Authorized Signatures: Obtain the required signatures. After all department/college/division signatures have been obtained, forward to the next office required to sign the document.
• Payee: Required for reimbursements or other payments to UA employees or student employees. If the payee is the authorized signer for the account, the payee's supervisor should also sign the Check Request. This signature cannot be delegated.

• Authorized Dept Signature: Payments on sponsored projects accounts must be approved by the Principal Investigator, all other Check Requests must be approved by the Department Head/designee.

• College/Division: This block may be used for additional approvals required within the department or college.

• Purchasing: Required on payments of $5000.00 or more to vendors.

• Attorney's Office: Required to approve exceptions to the Nonresident Alien policy.

• Tax Compliance: Required to approve exceptions to the Independent Contractor policy.

Return to top

Routing

Retain a copy for your records.

Obtain approvals and forward the original with supporting documentation as outlined in Requisitions/Reimbursements, Table 3 - Approval Requirements for Check Requests.

After processing, the original is maintained on file in FSO-Operations.

Return to top