The Check/EFT Request form, along with proper  back-up and receipts, should be used for the following types of direct  payments:

• Building and Room Rental and Lease
• Cashier Payments (Loans, Advance Reimbursements, Short Checks)
• Doctors, Hospitals and Prescription Drugs
• Reimbursement of Employee Moving Expenses
• Independent Contracts
• Insurance Premiums
• Licenses, Taxes and Fees (Not Software Licenses)
• Membership Dues
• Petty Cash Reimbursement
• Performance Contracts
• Postage Purchase by Mail Services
• Refunds
• Reimbursements to Individuals (see paragraph below concerning reimbursements)
• Resale purchases by the Bookstore
• Royalties / User Fees under $1,000
• Stipends
• Subscriptions
• Travel - Deposits, Lodging, Registrations and Reimbursements
• Utilities
• Vehicle Rental - 5 Passenger or Less

Completing a Check/EFT Request Form

1. Date - Enter the date the document is being prepared.
2. Department Name - Enter the name of the department that is  responsible for the payment.
3. Originator Name and phone # - Enter the name and phone number of the person who is to be called if there is a question or problem concerning  the payment.
4. Authorized Signature - Only a person who is authorized on  the account being charged can sign. If more than one account number is being charged there must be an authorized signature for each account.
5. Bear Number Identification # - Enter the Bear Number of the person being paid.
6. Vendor & Address - Enter the vendor name and a complete  address. A pre-addressed envelope is required when enclosures will not  fit into the Accounts Payable check envelopes.
7. Account Number - Enter the account number to be charged including  the four-digit object code.
8. Amount - Enter the total amount to be charged to the account number on that line. Do not enter an amount on a line that has no account  number.
9. Check Stub/EFT Information - This is the information that will be printed on the check stub for the vendor or reported in the EFT notification for employee reimbursements. Please be concise and use  meaningful abbreviations such as invoice number or account number. The  computer will only accept two lines at fourteen spaces per line. It is  not necessary to repeat information for multiple account numbers if it all pertains to the same transaction. If a detailed explanation is required  to assist the Accounts Payable Office in processing the request, please  use the unused lines at the bottom of the form or attach a memo.

It is very important that receipts and back-up are submitted with the Check/EFT Request Form. Original receipts or proof of payment such as a canceled check or original credit card receipt  are required for all reimbursements. A copy of the check and/or deposit slip from the cashier is required on refunds. Original invoices are required for membership dues, payments to doctors, insurance premiums, utilities and any other payment on an invoice. For independent contracts, attach  the contract as well as the analysis sheet. When the back-up must be sent to the vendor, such as registration forms or membership forms, attach a  photocopy of the original document. Reimbursements to individuals for materials  and services must be accompanied by a letter explaining why a PO or DPO  was not used.

Requesting reimbursement for the purchase of materials or services is  considered a circumvention of state purchasing rules and regulations. Departmental  Purchase Orders (DPOs) should be used for all small purchases ($1000.00  or less) where petty cash is not available. Reimbursements should not be  requested unless a cash purchase is unavoidable, for example a vendor does not accept a DPO.

Off-Cycle Check Request

There are occasions when a department may need a check immediately from the Accounts Payable Office. An off-cycle check is done when a check is needed immediately and cannot wait for the regular bi-weekly check printing process. There is a $25 charge for this service.
If this situation arises, you will need to complete the Off-Cycle Check Request Form, which includes a FOAP to be charged for the $25 processing fee.
1. Complete the Off-Cycle Check Request Form.
2. Complete a Check/EFT Request Form.
3. Attach both forms with your back-up and bring to the Accounts Payable Office no later than 3:00pm on the day you need the check.