Check Requisition Procedure 

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

Deadline
Check Requisition Forms received by 12:00 pm on Tuesday of the check run date per the bi-weekly check run schedule, will be paid that Friday of the bi-weekly check run date. 
The bi-weekly check run dates for the FY14-15 are as follows:

July 11
July 25
August 8
August 22
September 5
September 19
October 10
October 24
November 7
November 21
December 5
December 19
January 9
January 23
February 6
February 20
March 6
March 20
April 3
April 17
May 1
May 15
May 29
June 12
June 26

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

Supporting documentation includes receipts, invoices, online confirmations, etc. and should be stapled to the check requisition. Receipts should list business reasons for expenses, particularly meals, including business purpose, individuals in attendance. Please include an extra copy of the invoice if one is to be sent with the check.