{"id":1976,"date":"2025-08-25T18:55:35","date_gmt":"2025-08-25T18:55:35","guid":{"rendered":"https:\/\/www.macalester.edu\/160-business-services\/?page_id=1976"},"modified":"2026-02-26T21:25:56","modified_gmt":"2026-02-26T21:25:56","slug":"checkrequest","status":"publish","type":"page","link":"https:\/\/www.macalester.edu\/business-services\/checkrequest\/","title":{"rendered":"Check Request"},"content":{"rendered":"<section class=\"callout-feature-text block-container\" >\n    <div class=\"callout-feature-text__inner\">\n        <div class=\"callout-feature-text__container\">\n            <div class=\"callout-feature-text__feature-wrapper\">\n                <div class=\"callout-feature-text__feature-card\">\n                    <div class=\"base-lockup\">\n                                                                            <h2 class=\"base-lockup__heading\">Read First<\/h2>\n                                                                            <p class=\"base-lockup__copy\"><p style=\"text-align: left\"><strong>DO NOT use the Check Request form<\/strong>\u00a0if making a<strong>\u00a0PAYMENT<\/strong>\u00a0to a\u00a0<a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/bsterms\/#vendor\">Vendor, Lecturer, Speaker or Entertainer;<\/a>\u00a0instead:<\/p>\r\n\r\n<ul style=\"text-align: left\">\r\n \t<li>Complete the\u00a0<a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/sec\/\">Standard Engagement Contract (SEC)<\/a><\/li>\r\n<\/ul>\r\n<p style=\"text-align: left\"><strong>OR<\/strong><\/p>\r\n\r\n<ul style=\"text-align: left\">\r\n \t<li>Follow the\u00a0<a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/payinvoice\/\">steps to pay an Invoice<\/a><\/li>\r\n<\/ul>\r\n<p style=\"text-align: left\"><\/p>\r\n<p style=\"text-align: left\"><strong>Use the CHECK REQUEST form ONLY for:<\/strong><\/p>\r\n\r\n<ul>\r\n \t<li style=\"text-align: left\">Refunds<\/li>\r\n \t<li style=\"text-align: left\">Reimbursable expenses for Contractors, Vendors, Lecturers, Speakers or Entertainers after their engagement as defined in the Standard Engagement Contract (SEC)<\/li>\r\n \t<li style=\"text-align: left\">Stipends and Donations to Nonprofits<\/li>\r\n \t<li style=\"text-align: left\">Reimbursements for Students (over $50)<\/li>\r\n \t<li style=\"text-align: left\">Reimbursement for Faculty and Staff without a Pcard<\/li>\r\n<\/ul><\/p>\n                                            <\/div>\n                                     <\/div>\n            <\/div>\n        <\/div>\n    <\/div>\n<\/section>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Guide for REIMBURSEMENTS for Students, Faculty or Staff:<\/strong><\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Students: <\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.macalester.edu\/business-services\/pettycash\/\">Petty Cash Form<\/a> (under $50) <\/li>\n\n\n\n<li><a href=\"https:\/\/www.macalester.edu\/business-services\/check-request-oct-2022-final\/\">Check Request<\/a> (over $50) <\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Faculty &amp; Staff without Pcard: <\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.macalester.edu\/business-services\/pettycash\/\">Petty Cash From<\/a> (under $50) <\/li>\n\n\n\n<li><a href=\"https:\/\/www.macalester.edu\/business-services\/check-request-oct-2022-final\/\">Check Request<\/a> or <a href=\"https:\/\/www.macalester.edu\/business-services\/expensereport\/\">Expense Report<\/a> (helpful if reimbursement for Travel) (over $50) <\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Faculty &amp; Staff with Pcard: <\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.macalester.edu\/business-services\/pcard\/pcard-statement-review\/#out\">Pcard Out-of-Pocket &#8211; preferred<\/a> (under and over $50)<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Check Request Instructions: (over $50) <\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li><span style=\"font-weight: 400\">First, <strong>click<\/strong> on <\/span><strong><a class=\"download\" href=\"https:\/\/www.macalester.edu\/business-services\/check-request-oct-2022-final\/\">Macalester Check Request Form (PDF)<\/a><\/strong><b> Be sure the form DOWNLOADs <\/b>t<span style=\"font-weight: 400\">o your computer, noting where you have downloaded the file.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">Next, <\/span><b>open the file <\/b><span style=\"font-weight: 400\">(Most systems are configured to automatically open the Check Request PDF with Adobe Acrobat Reader, see <a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/forms\/\">How to open, fill and sign a PDF document<\/a>).&nbsp;<\/span><\/li>\n\n\n\n<li><b>Complete<\/b><span style=\"font-weight: 400\"> the form.<\/span>\n<ul class=\"wp-block-list\">\n<li>List the FOAPAL to be charged and the amount.\n<ul class=\"wp-block-list\">\n<li>If all of the receipts are for the same FOAPAL, only one FOAPAL row need be completed.<\/li>\n\n\n\n<li>Enter splits to multiple FOAPALs on separate lines.<\/li>\n\n\n\n<li>The FOAPAL is all numbers \u2013 see&nbsp;<a href=\"https:\/\/www.macalester.edu\/business-services\/faq\/#FOAPAL\">What is a FOAPAL?&nbsp;<\/a>&nbsp; for more information.<\/li>\n\n\n\n<li>Reference the <a href=\"https:\/\/docs.google.com\/document\/d\/1to-zXepy6tbpJlKE8iZs2LmDor43oP8OO8eIQrf9ny4\/view\">chart of Account codes<\/a> when choosing Accounts (the first A in FO<strong>A<\/strong>PAL).<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span style=\"font-weight: 400\"><span style=\"font-weight: 400\">Determine who has approval of the FOAPAL(s) listed, <\/span><\/span>if your Check Request is for more than your approval amount, you must cc: the approver who has approval up to the amount you are requesting to be paid.&nbsp; See <a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/financeapprovals\/\">Macalester Finance Approvals Explained<\/a> for a full explanation.\n<ul class=\"wp-block-list\">\n<li><strong>Students:<\/strong> If you are submitting a reimbursement for a Student Org-related expense, please send your Check Request to <a href=\"mailto:ebielucz@macalester.edu\">Bess Bieluczyk<\/a> (under $500) or <a href=\"mailto:gmeier@macalester.edu\">Garrett Meier<\/a> (over $500) for approval. <\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<p>&nbsp;<\/p>\n\n\n<section class=\"callout-feature-text block-container\" >\n    <div class=\"callout-feature-text__inner\">\n        <div class=\"callout-feature-text__container\">\n            <div class=\"callout-feature-text__feature-wrapper\">\n                <div class=\"callout-feature-text__feature-card\">\n                    <div class=\"base-lockup\">\n                                                                                                    <p class=\"base-lockup__copy\"><strong>Find your Accounts Payable approval level:<\/strong>\r\n\r\n<a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/financeapprovaltool\/\">Finance Approval Look-Up Tool<\/a>\u00a0(Macalester Staff\/Faculty Login Required, may require a Chrome \/ Incognito window)\u00a0to look up who will need to approve the expenditure\r\n\r\n<strong>OR<\/strong>\r\n\r\nIf you have access to\u00a0<a class=\"more\" href=\"https:\/\/argos.macalester.edu\/argos\/awv\/\">Finance Reports via Argos<\/a>\u00a0go to &gt;\u00a0<a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/myfinance\/\">My Finance Access and Approval report<\/a>\r\n\r\n<strong>OR<\/strong>\r\n\r\ncontacting\u00a0<a class=\"email\" href=\"mailto:accountspayable@macalester.edu\">Accounts Payable<\/a><\/p>\n                                            <\/div>\n                                     <\/div>\n            <\/div>\n        <\/div>\n    <\/div>\n<\/section>\n\n\n\n<ol class=\"wp-block-list\">\n<li>\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400\">An individual CANNOT approve their own Check Request.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">Check Requests payable to a Department Chair should be approved by the Assistant Provost.<\/span><\/li>\n\n\n\n<li>To Sign the form,&nbsp; follow how to <a class=\"more\" href=\"https:\/\/macalester.topdesk.net\/tas\/public\/ssp\/content\/detail\/knowledgeitem?unid=afc4ba9631204875917167063b9ee452\">Sign a PDF with an existing Digital ID using Adobe Acrobat Reader DC.<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><b>Save<\/b><span style=\"font-weight: 400\"> the completed Check Request.<\/span><\/li>\n\n\n\n<li>Finally, <strong>Email<\/strong> the completed Check Request and attach the corresponding receipts to the:\n<ul class=\"wp-block-list\">\n<li>Approver (see &#8220;Find your Accounts Payable approval level&#8221; above)<\/li>\n\n\n\n<li>Copy \/ cc: <a class=\"email\" href=\"mailto:accountspayable@macalester.edu\">accountspayable@macalester.edu&nbsp;<\/a><\/li>\n\n\n\n<li>If the Check Request is Grants Related copy \/ cc: <a class=\"more\" href=\"\/business-services\/staff\/#GrantsAccountant\">Grants Accountant<\/a><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">Any request of $15,000 or more requires approval of the VP of Admin &amp; Finance and requests over $100,000 requires the approval of the President.<\/span><\/li>\n\n\n\n<li>For missing receipts, first complete the <a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/apmissingreceipt\/\">Accounts Payable Missing Receipt Declaration<\/a> and attach PDF instead of the receipt.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Once the Approver has acknowledged their approval via email, the request will be processed by Accounts Payable.&nbsp; &nbsp;If the completed Check Request is received by 4:30 pm on Thursday, the payment will be processed the following week.<\/li>\n\n\n\n<li><strong>NOTE:<\/strong>&nbsp; Macalester DOES NOT REQUIRE a W-9 for reimbursements.<\/li>\n<\/ol>\n\n\n\n<p>Contact Accounts Payable at <a class=\"email\" href=\"mailto:accountspayable@macalester.edu\">accountspayable@macalester.edu<\/a> with form questions, contact ITS Help Desk with any Adobe Acrobat Reader or technology questions.<\/p>\n\n\n\n<p>&nbsp;<\/p>","protected":false},"excerpt":{"rendered":"<p>Guide for REIMBURSEMENTS for Students, Faculty or Staff: Students: Faculty &amp; Staff without Pcard: Faculty &amp; Staff with Pcard: Check Request Instructions: (over $50) &nbsp; Contact Accounts Payable at accountspayable@macalester.edu with form questions, contact ITS Help Desk with any Adobe Acrobat Reader or technology questions. &nbsp;<\/p>","protected":false},"author":44,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-1976","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/1976","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/users\/44"}],"replies":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/comments?post=1976"}],"version-history":[{"count":192,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/1976\/revisions"}],"predecessor-version":[{"id":11737,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/1976\/revisions\/11737"}],"wp:attachment":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/media?parent=1976"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}