Procurement, Continued
When to use a Check Request
The Check Request form is used for the following types of purchases:
- advances for travel expenses (including traveler's checks),
- contributions to civic or non-profit causes (see below for guidelines).
- employee morale - reasonable expenses for improvement of working conditions, employer-employee relations, and employee performance (i.e., in-house publications, holiday party, summer picnic, anniversary lunch, retirement reception),
- entertainment expenses (see Entertainment Policy),
- independent contractors (i.e., 1099 vendors),
- moving expenses for faculty and staff,
- retail purchases of supplies, books and other low-cost items (less than $2,000 each inclusive of tax and shipping),
When not to use a Check Request
The Check Request form must not be used for:
- construction, repairs and maintenance to facilities including window treatments (see Renovations to Facilities Policy),
- entertainment expenses except those permitted by the Entertainment Policy.
- interest charges,
- Internet auctions
- payments to other University departments,
- personal expenses (see Travel Policy),
- personal gifts, including birthday cakes etc. (see Gifts, Awards, Prizes Policy),
- purchases prohibited by University policy, grant or research contracts, or which violate the University’s tax exempt status (i.e., political lobbying or political action committees),
- purchases required to be made on a purchase order (see above),
- salary expenses, payroll advances or personal loans,
- traffic citations or other fines for University or personal vehicles (these are personal expenses),
- travel expenses.
- University parking permits (these are personal expenses).
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