Check Request Form information

Downloadable Version: 2006-2007 Check Request Information.doc

 

The following information is meant to help students fill out the check request form.  Should you have any further questions, please contact Gabriela Niculescu.  The Check Request Form can be downloaded by clicking on the link to the left.

 

 

The Form should be filled out completely - all unfilled information requested on the form will postpone the check issuance.  All information is important.

 

• DESCRIPTION

Please write the event name and the purpose of your expenditure - DJ, band, security, food, decorations, etc.

 

• PAYMENT TYPE

Please mark one box for the type of your payment

 

• CHECK SHOULD BE HELD FOR PICK-UP OR MAILED

It is very important to let us know what to do with the check after being issued.  Please mark one box.  If you need the check to be mailed along with a remittance of the invoice paid, copy of the contract or any other documentation, please mark with attached documents box and specify the document to be mailed.

 

• CHECK PAYABLE TO

If it is a payment to a company, please fill out only the company name.  If it is an expense reimbursement, please fill out only the name of the person who made the expenditure and needs reimbursement.

 

• FEDERAL TAX ID/SOCIAL SECURITY NUMBER

If the payee is a company, band group, DJ service, performer company or agency, catering service, etc. we need its Tax ID #.  If it is a private person who is not paid through a representative company or agency we need his/her social security #.  In both cases a filled out W-9 Form is required.  ASOC Finance Office can provide this form upon request (please verify with our office first to find out if the payee has or not a W-9 Form in file.)   No SS or Tax ID # is required if it is a reimbursement or a cash advance to a Department or Club/Organization member.

 

• ADDRESS AND TELEPHONE NUMBER

Complete address and telephone # for vendors, service providers, etc.  For club members only their box # and telephone extension is sufficient.

 

• PERSON REQUESTING THE CHECK

The name, telephone number and e-mail address of the requester.  Only the ASOC Department’s manager or Club/Organization’s officer should request payments for services.  Expense reimbursements can be requested either by the Department manager or the Club/Organization officer or by the member who made the expenditure.

 

• CLUB/DEPARTMENT NAME

Please write the name of the club to be charged for the expenditure (not its account #).  Even though the event may be sponsored by another club/s or received funding from ASOC, the amount requested is still the club’s expenditure.

 

• CLUB OFFICER/DEPARTMENT MANAGER APPROVAL

Check requests can be signed only by the ASOC Department manager or by one of the three Club/Organization officers (president, vice president or treasurer).  When the requester is also a club officer, the check request should be signed by another club officer.  The simple, but mandatory accounting rule is that the requester cannot sign for his/her own reimbursement.

 

The check requests should be presented for payment at least 3 days prior of the date the check is needed and, except in the case of cash advances and fund transfers, should be attached to the necessary documentation.   Only original documentation for all check requests is accepted.