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WHAT SHOULD THIS FORM BE USED FOR?
Most everything should be purchased through a requisition (e-Procurement) or on your purchasing card (P-CARD). Using the PCARD is the most
efficient and effective way to make a purchase. There are certain expenses that must be made via an University check, however.
Valid items to request via the CHECK REQUEST are:
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Payment of Stipends
Prepaid lodging (checks made payable to the HOTEL directly to be delivered at time of stay)
Reimbursements to Employees for emergency purchases (which should be minor as most items should again be purchased through eProcurement or on the PCARD)
Registrations, memberships, and dues that CANNOT be put on a PCARD (when the Vendor will not accept PCARD)
Team/Group/Student Travel Advances & Expenses
Non-travel related Cash Advances (i.e. from an Agency fund, etc…)
Replenishing Petty Cash
Guest Speaker/Lecturer/Artist Honorarium (An honorarium is a payment for services for which custom or propriety forbids a price to be
set. This method of payment is usually made to a guest speaker or lecturer as a "thank you" and gesture of good will and appreciation. An
honorarium is not based on an agreed amount between the individual providing services and the individual seeking services. If payment is
agreed upon, this constitutes a contractual agreement and a contract must be submitted, and an e-Procurement requisition as well.
The complete check request policy may be found on the Business and Financial Affairs website.
Any questions regarding this policy can be directed to Accounts Payable, [email protected]
INSTRUCTIONS FOR COMPLETING THIS FORM:
1.
2.
Enter the Date in the date field.
Check the check box next to check requests. (Note: Purchase requisitions are NO longer submitted using a paper form, but online using
the e-Procurement module. For more information, visit the Business & Financial Affairs website).
3. Under “Department to be Charged” type in the name of the department.
4. Enter the Speedtype, fund, program, class, department, project (if applicable), and total amount for the request in the appropriate column
under “Chartfields or Speedtype” section. Your department (budget) unit head should be able to provide you with this information, as well
Business & Financial Affairs. Note: speedtype information is also located on the Budget Office webpage on B&F Affair’s website. You
do not have to enter anything for “account” as it will be populated once received by B&F Affairs.
5. Enter the requested vendor/payee information in the appropriate fields (i.e. SSN or Fed. ID, Vendor name for recommended vendor or
remit to, and Vendor Address).
6. If the check will be picked up by or released to a University employee as opposed to being mailed, indicate the name of such employee in
the “Deliver To” field, and their department in the “department field.
7. Enter the requesters building name, phone number, and room/office number in the appropriate fields.
8. Enter the requested Delivery Date. (Note: The standard for check requests processing is 7-10 business days for requests received
complete, accurate, and ready for processing. Requests for checks that do not allow the standard processing window are not promised or
guaranteed though every effort will be made to accommodate such requests. Processing begins after receipt into our front desk.)
9. In the main body of the form, enter the item number, description and specifications, quantity and unit of measure (i.e. each, box, etc…),
unit price, and total line price for each line accordingly. The “GCC Number” column may be used for model, quotes, or any other type of
number – it may also be left blank as it is not a required field.
10. Sign and obtain required signatures for the form based on the budget being charged. If the requester is not the “Budget Unit Head”, he or
she will sign “Other”. In any event, two signatures are required for the form.
INSTRUCTIONS FOR PRINTING AND SAVING:
1.
2.
Once you have completed the form as indicated above, print the form for submission and a copy for your records as well (2 copies).
Should you desire to save the form to your computer for future reference, please follow the following steps to do so:
a. From the top menu bar, select “File,” “Save As Copy”
b. Once the “Save As” dialogue box opens, navigate to the folder where you would like to save the file, enter a file name in the
“File Name” field, and save. You can now access the form from your personal computer to fill-in for future check requests.
c. Note: The request number is a scripted field. Thus, the request number updates every second to a different number. In order to
capture a copy of the form, print and copy the form. Once the form is saved, reopening the form will assign a new number.
The only reason to save the form is for the creation of new requests without having to navigate to the form online.
It is recommended that you access the form from the Business & Financial Affairs web site in order to ensure you are
using the current version of the form, as the form is subject to change.
NOTE:
BEFORE STARTING A NEW CHECK REQUEST, RESET THE FORM USING THE RESET BUTTON AT THE TOP OF THE FORM
OR CLOSE THE FORM COMPLETELY AND REOPEN IT.
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REQUEST
NUMBER
SAVANNAH STATE UNIVERSITY
Savannah, Georgia 31404
THIS AREA TO BE COMPLETED BY BUSINESS OFFICE
OTHER
REASON FOR DISAPPROVAL
CHECK REQUEST
DATE ________________________
INSUFFICIENT FUNDS
UNAUTHORIZED SIGNATURE
STIPEND /
FELLOWSHIP
NOT ALLOWED
INSUFFICIENT DESCRIPTION
CHECK REQUEST
DEPARTMENT TO BE CHARGED:
1.
2.
CHARTFIELDS OR SPEEDTYPE
SPEEDTYPE
FUND
PROGRAM
CLASS
DEPARTMENT
PROJECT
ACCOUNT
AMOUNT
1.
2.
SOCIAL SECURITY NUMBER OR FEDERAL ID NUMBER OF VENDOR/PAYEE
REQUESTED BY:
RECOMMENDED VENDOR OR REMIT TO:
(BUILDING/PHONE NUMBER OF REQUESTER)
VENDOR ADDRESS:
DATE NEEDED BY:
ITEM NO.
GCC NUMBER
DESCRIPTION AND SPECIFICATIONS
(NAME)
(DEPARTMENT)
(ROOM NO.)
REMARKS
QUANTITY
AND UNIT
UNIT PRICE
TOTAL PRICE
NOTE: Before payments can be processed, purpose of honorariums must be fully explained on this request form: services rendered by
consultants must be described in their signed statement or on their invoice and accompany this request.
CHECK REQEST
PLEASE PURCHASE THE ITEMS OR SERVICES DESCRIBED ABOVE.
REQUESTER:
DATE
BUDGET UNIT HEAD:
DATE
BUDGET UNIT HEAD
SUPERVISOR:
TITLE III APPROVAL (IF APPLICABLE)
JUSTIFICATION (IF APPLICABLE):
DATE
DEPT. BUDGET CHECKED BY
VP FOR BUSINESS AND FINANCE APPROVAL
NOTES:
NOTE: Original Document will be filed in Accounts Payable. If you require documentation for your files, please make a copy.