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Plan Ahead

Time saving tips to help expedite check requests Presented by: Penny Rains Accounts Payable Coordinator Ext 6782. Plan Ahead. Allow a minimum of five (5) working days Days are counted from the time the requisition is received in the Business Office.

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Plan Ahead

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  1. Time saving tips to help expedite check requestsPresented by: Penny RainsAccounts Payable CoordinatorExt 6782

  2. Plan Ahead • Allow a minimum of five (5) working days • Days are counted from the time the requisition is received in the Business Office. • Please be aware that problems with equipment, etc. can arise that will cause a delay of the check processing. • Longer delays are commonly the result of not having requisitions completed properly or the lack of W-9 forms.

  3. Check request guidelines • Two signatures are required. • Complete required sections of requisition form. • Make sure name and address are correct (dept addresses are okay). • Attach supporting documentation ( 5 W’s – Who, What, Where, When and Why) • Payment for any Service (individual, group or company) must have a W9 form on file.

  4. Name and Address • Please use full and proper names (no nicknames or initials). • Please use middle initial for common last names. • Please use correct mailing addresses. • Use Remit to” or ‘Make check payable to” addresses • Checks for employees are sent to their departments • Checks for the students go to their Worner Box. • Can be mailed to home address if it’s requested. That address should be entered on the address line. • Requesting special handling • Complete address section like normal • Document special handling in Special Instruction Box • Unable to call when check is issued. Please look on GoWest.

  5. Separate checks and FOAP’s • All payments made payable to the same payee must be on one requisition. • Separate check exceptions are: • Cash Advances • When separate checks are required, please complete two requisitions and explain the reason. • Multiple FOAP’s can be used on each requisition. • If you don’t have room on the requisition, just attach a separate sheet.

  6. Supporting Documentation • NO payments can be made using statements or quotations. • Accurately (and briefly) describe reason for payment. • Reference information printed on check advise • Invoice # • 38 character summary of reason for payment (reimbursement, supplies for party, payment for T-shirts)

  7. View checks issued on GoWest • Log into GoWest • Finance Menu • Transaction Detail • Enter Organization • Select Month to view • Double click on desired transaction

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