FINANCIAL INFORMATION - CHECK REQUESTS

To withdraw funds from either your organization's savings or LSO account in order to receive reimbursement for an expense, one must complete the proper paperwork and gain the necessary approval.

• You must use the Interactive Multi-Voucher Form to process all check requests. This is a Microsoft Excel workbook.
   
• You can also view the Procedure to Complete a Check Request, a step-by-step diagram of how to complete this form. This is a document in PDF format, so you must have Acrobat Reader to view.

Click on either of the links above to view the file, or right-click and select "Save Target As" to save the file to your computer.

All check requests must be approved ("Approval Signature") by the Vice President for Business Affairs of the Student Union. An organization's advisor SHOULD NOT sign as the approval signature.

Forms should be turned in to the Vice President's mailbox in the Student Union office and be submitted within thirty (30) days of the date in which the expense was incurred. ALL forms should be downloaded from the link listed above and completed on the computer. No handwritten forms will be accepted.

When completing a check request on the Interactive Multi-Voucher Form, the name of the organization MUST be included somewhere within the "Explanation" area. Please be as descriptive as possible when typing the explanation. All check requests or purchase orders must be accompanied by appropriate documentation, whether it is an original cash register receipt or corporate invoice. This should be stapled to the back of the form in the upper left-hand corner. An officer of the organization must serve as the "requestor signature." If the requestor is not an officer, then it must be co-signed by an officer.

Incorrectly submitted forms will be returned with a cover note detailing what needs to be corrected. Please ensure that the proper organization and account codes are used, both of which are available by clicking on the appropriate links on the left. Some common account codes are as follows:

When requesting reimbursement for pizza and pop for a meeting, or any type of refreshments, use account code 70399. If an organization went out to dinner as part of an event, account code 70325 would be used. To be reimbursed for speaker gifts, use account code 72015, and when something has been purchased for a raffle or contest prize, use 72025. Account code 70515 is used for an outside copy service, such as FedEx Kinko’s. If the JCU Copy Center is utilized, please use account code 70599. Lastly, if the group is paying dues to a national organization, use account code 71015.

If you run across any problems while completing a check request, be sure to submit your question online.