Check Request Form printable pdf download

TO: All Staff Members

FROM: Accounts Payable – AHE Business Office

RE: Check Request/Invoice Processing Policy

Check request forms are located in your facility’s front office. The white check request

form is for any check request that is not of an urgent nature and can be processed within

our normal 3-4 week accounts payable cycle. (All mileage reimbursements must be on a

white check request). The “urgent” check requests must be printed on yellow paper and

should be used for those needed sooner than 3 weeks (i.e. petty cash requests). The

urgency of the check request will be determined by the AHE business office. Please

keep in mind, no check request will be processed in less than 2 weeks. If you are faxing

or e-mailing an “urgent” check request, please make sure to reference accordingly.

Please fill out the check request form completely. Please remember to include your

facility name at the top of the request next to “Facility Name”, “Date Needed” means the

date the check needs to be issued or the date the check should be mailed. Anything

other than a specific date (i.e. ASAP, next time checks are cut, etc.) will

automatically be processed in the 3-4-week cycle, even if it’s on a yellow “urgent”

check request form.

As with invoices; all check requests need to be approved by your facility’s Administrator

before they can be processed. Processing check requests can be delayed if they need to

be sent back to the facility for Administrator approval. Please remember to attach all

receipts or other documentation regarding the reimbursement. Any missing information

will result in the check request being returned for completion. Please keep in mind that

Winning Wheels is a not-for-profit company therefore, we do not pay or reimburse for

sales tax on purchases for the facility. You can request an exempt form from the front

office to use if making purchases.

For seminars or workshops, please fill out the registration form completely, attach a

completed yellow check request, and have the Administrator sign it. It is important to fill

out the bottom of the check request with the seminar information so that we may obtain

reimbursement for your attendance, if possible. If this information is missing, the request

will be returned to you for completion.

Please keep in mind that we process hundreds of invoices and check requests on a weekly

basis. The accounts payable cycle begins once the invoice or check request is received

and processed in our Lyndon office. You will want to take into consideration the time it

will take to obtain your Administrator’s approval, interdepartmental mail turn-around

time, and our check request cycle when you register for a seminar or request a

reimbursement.

Please feel free to call the AHE office at any time to check on the status of your check

request or invoice. It’s always possible for them to get misplaced somewhere along the

way. We appreciate your cooperation with this process.

J:\pysed\facilities\AP_Forms\CHECK REQUEST INFO\2015Check Request_A_P_Policy reminder - Copy.doc

Check Request Form