TUC Sponsored Programs

Reimbursements/Payment Authorizations (Check Requests)

Summary

Type of Expenditure:

Payment Authorization/Reimbursement

Applies To:

Expenses not covered by payroll, travel and purchase order procedures:

  • Vendor Payment
  • Expense Reimbursement
  • Other (payments to independent contractors after contract agreement, stipends, differences >$50 between PO and Vendor Invoice)

Limits:

Vendor Payment Authorizations: $1,000

Expense Reimbursement: $1,000

Request Form:

Check Request

Responsible To Initiate:

Principal Investigator

Required Signatures:

Principal Investigator (or authorized signer)

Time of Submission:

At least 4 days before mailing to vendor

At least 3 days before pick-up at TUC

Submit To:

The University Corporation

Vendor Payment Authorization

Check Requests can be used to authorize the payment of vendor invoices for goods and services that have not been procured via Purchase Order, up to an amount of $1,000.

Expense Reimbursement

Project personnel are reimbursed via Check Requests when using personal funds (cash, personal check or credit card) for project-related purchases up to $1,000. Please note that reimbursement for personal credit card expenses are issued directly to the cardholder only, not to the credit card company.

Other Payment Authorizations

Check Requests are also used for a variety of other non-payroll related expenditure authorizations, such as differences of more than $50 between vendor invoice and purchase order, payments to independent contractors after contract agreement, stipend payments, travel advances, etc.

Purchasing Policy Requirements

All Check Requests must adhere to the bid/sole source justification requirements of the TUC Purchasing Policy.

< $10,000No requirements
$10,000 - $15,000Three price quotations, by telephone or in writing
$15,000 - $75,000Three price quotations in writing
> $75,000Three formal bids, based on written specifications
Or
Sole source justification