Time saving tips to help expedite check requests Presented by: Penny Rains Accounts Payable Coordina

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Time saving tips to help expedite check
requests Presented by Penny
RainsAccounts Payable CoordinatorExt 6782
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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.

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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 Ws Who,
  What, Where, When and Why)
• Payment for any Service (individual, group or
  company) must have a W9 form on file.

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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 its 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.

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Separate checks and FOAPs

• 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 FOAPs can be used on each requisition.
• If you dont have room on the requisition, just
  attach a separate sheet.

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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)

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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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