Check Request
Read First
DO NOT use the Check Request form if making a PAYMENT to a Supplier, Lecturer, Speaker or Entertainer; instead:
- Complete the Standard Engagement Contract (SEC)
OR
- Follow the steps to pay an Invoice
Use the CHECK REQUEST form ONLY for:
- Stipends and Donations to Nonprofits
- Reimbursements for Students (over $50)
Guide for REIMBURSEMENTS:
Students:
- Petty Cash Form (under $50)
- Check Request (over $50)
Faculty & Staff:
- Expense Report (Workday)
Contractors/Suppliers:
- Supplier Invoice Request (Workday)
Check Request Instructions: (over $50)
- Initiate the Macalester Check Request (eform).
- Complete the form.
- List the Worktags to be charged and the amount.
- If all of the receipts are for the same set of Worktags, only one Worktag row need be completed.
- Enter splits to multiple Worktags on separate lines.
- Include receipts for any reimbursable expenses.
- For missing receipts, first complete the Accounts Payable Missing Receipt Declaration and attach PDF instead of the receipt.
- Determine who has approval of the budget(s) listed. See Macalester Finance Approvals Explained for a full explanation. Enter their name as the Approver.
- Students: If you are submitting a reimbursement for a Student Org-related expense, please send your Check Request to Bess Bieluczyk (under $1,000) or Garrett Meier (over $1,000) for approval.
- List the Worktags to be charged and the amount.
- Once the Approver has signed the eform, you will receive an email from PandaDoc with the signed PDF. Send this PDF to [email protected] . If the payment requires any further approvals, copy them on this email and ask them to approve.
Find your Accounts Payable approval level: Finance Approval Look-Up Tool (Macalester Staff/Faculty Login Required, may require a Chrome / Incognito window) to look up who will need to approve the expenditure OR If you have access to Finance Reports via Argos go to > My Finance Access and Approval report OR contacting Accounts Payable
Contact Accounts Payable at [email protected] with form questions.