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Check Requisition Procedure

These procedures address what to submit to the Business Office to process payments.

Please note:  Any purchases over $250 must be approved by requesting a Purchase Order before a purchase has been made.

Check Requisition Forms received by 5:00 pm on Monday of the check run date,per the bi-weekly check run schedule below, will be paid the Friday of the bi-weekly check run date.

The bi-weekly check run dates for FY16-17 are as follows:

July 8
July 22
August 5
August 19
September 2
September 16
September 30
October 14
October 28
November 11
November 18
December 2
December 16
January 6
January 20
February 3
February 16
March 3
March 17
March 31
April 14
April 28
May 12
May 26
June 9
June 23

Check Requisitions Forms
Submit one check requisition form for each vendor (For example: A request for payment for two invoices from Office Depot can be included on one check request form.)

Please allow adequate time for processing and mailing before the payment is due. If a discount for early payment applies, please submit timely to take advantage of the discount.

Approvals Required
The following signatures are required on each payment requisitions:

  1. Payment Initiator
  2. Department Head
  3. Cabinet Member (if request total is $1000 or more)

Check requisition will be returned to the originator for:

  • Inadequate supporting documentation
  • Mismatched amounts on the requisition versus the supporting documents
  • Missing Signatures
  • Incorrect account numbers
  • Questions regarding the charge, especially related to policies

Supporting documentation which includes detailed receipts (not the credit card payment copy), invoices, online confirmations, etc. and should be stapled to the check requisition. Receipts should list the following:

  • business purpose for expenses, particularly meals
  • individuals in attendance

Please include an extra copy of the invoice if one is to be sent with the check.

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