Check Requests (Advance Payments)

Check requests or advance payments are generally done only for payments in advance of an event to an outside vendor (i.e. caterer, charter bus company, amusement park). To request a check for expenses already incurred, please see Reimbursement Requests.

 

Items needed:

 

GSA Payment Request Form

 

SABSC Expense Report

 

Contract with outside vendor

 

Contract must be signed by the Associate Dean for Graduate Student Life (Katie O’Dair).

 

Must contain:

·        Person/Organization providing services

·        Contractor’s address

·        Name of group and contact for BC group

·        Date and time of services

·        Amount due

·        Description of services

 

Back-up Documentation

 

Events: publicity (name of event, date, location, description, audience)

 

Instructions:

           

Tape all items smaller than 8.5” x 11” flat to an 8.5” x 11” sheet of paper.

            

Never use staples. All documents, once completed, may be bound by paperclip only.

 

Double check to make sure you have filled out all forms properly and attached all required materials.

 

Submit paperwork to GSA Financial Director in the Murray Graduate Student Center, Room 101.

 

Special Note:

 

Check requests generally take at least 2 weeks to be processed. Please plan accordingly.

  

Correction Policy:

 

GSA Financial Director will contact payee and department treasurer about any corrections or clarifications. Financial Director will make a second attempt within three weeks if there is no response to the initial attempt. If all corrections are not made within six (6) weeks of initial request by the Financial Director, the paperwork will be returned to the Treasurer.