Check Request Vouchers

A.  Procedure - Purpose

The purpose of a Check Request Voucher (XLS - 50.5K) is to pay for services or merchandise that is not provided by or ordered through the Purchasing Department. It is most frequently used for the following:

• Subscriptions
• Reimbursement Expenses to non-Winthrop members such as prospective faculty candidates
• Membership Dues
• Registration Fees
• Prepaid Lodging

B.  Guidelines for Completion of Form

    The authorized Payment forms are to include:

• Full Name and Address of the Payee
• Campus ID Number of the Payee
• Department Account Number(s)
• Total Amount to be Paid
• Complete Justification of the Payment
• Name & Signature of the Person Requesting the Authorized Payment
• Signature of the Department Head, Dean, or other authorized individual

C.  Backup/Documentation Guidelines

    ALL ORIGINAL DOCUMENTATION IS REQUIRED FOR PAYMENT

• Original Invoices
• Renewal Notices
• Receipts
• or Letter of Explanation Awards

D.  Routing and Verification of Forms

After the authorized payment is typed:

• The Department Head, Dean, or other authorized individual signs it
• It is sent to the Accounts Payable Department

Within the Accounts Payable Department, the forms are checked for:

• Valid Budget Account Numbers
• Correct Signatures
• Proper Documentation