[{"data":1,"prerenderedAt":476},["ShallowReactive",2],{"document-check-request-form-D670":3},{"document":4,"label":26,"preview":11,"thumb":27,"thumb600":28,"description":5,"descriptionCustom":6,"apiDescription":5,"pages":8,"extension":10,"parents":29,"breadcrumb":33,"related":41,"customDescModule":179,"customdescription":6,"mdFm":180,"mdProseHtml":475},{"description":5,"descriptionCustom":6,"label":7,"pages":8,"size":9,"extension":10,"preview":11,"thumb":12,"svgFrame":13,"seoMetadata":14,"parents":16,"keywords":15},"A check request form describes the purpose of the check/expense in order for the company to disburse payment.",null,"Check Request Form","2",513,"xls","https://templates.business-in-a-box.com/imgs/1000px/check-request-form-D670.png","https://templates.business-in-a-box.com/imgs/250px/670.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#670.xml",{"title":15,"description":6},"check request form",[17,20,23],{"label":18,"url":19},"Human Resources","/templates/human-resources/",{"label":21,"url":22},"Motivation & Appreciation","/templates/motivation-appreciation/",{"label":24,"url":25},"Staff Management","/templates/staff-management/","Check Request Form Template","https://templates.business-in-a-box.com/imgs/400px/670.png","https://templates.business-in-a-box.com/imgs/600px/670.png",[30,17,20,23],{"label":31,"url":32},"Templates","/templates/",[34,35,38],{"label":31,"url":32},{"label":36,"url":37},"Finance & Accounting","/templates/finance-accounting/",{"label":39,"url":40},"Payments & Treasury","/templates/payments-and-treasury/",[42,47,51,55,59,63,67,71,75,79,83,87,91,109,125,138,152,163],{"label":43,"url":44,"thumb":45,"extension":46},"Funding Request Form","/template/funding-request-form-D13696","https://templates.business-in-a-box.com/imgs/250px/13696.png","doc",{"label":48,"url":49,"thumb":50,"extension":46},"Refund Request Form","/template/refund-request-form-D1278","https://templates.business-in-a-box.com/imgs/250px/1278.png",{"label":52,"url":53,"thumb":54,"extension":46},"Position Request Form","/template/position-request-form-D576","https://templates.business-in-a-box.com/imgs/250px/576.png",{"label":56,"url":57,"thumb":58,"extension":46},"Vacation Request Form","/template/vacation-request-form-D13860","https://templates.business-in-a-box.com/imgs/250px/13860.png",{"label":60,"url":61,"thumb":62,"extension":46},"Request for Replacement of Check on Pending Order","/template/request-for-replacement-of-check-on-pending-order-D231","https://templates.business-in-a-box.com/imgs/250px/231.png",{"label":64,"url":65,"thumb":66,"extension":46},"Customer Service Request Form","/template/customer-service-request-form-D1299","https://templates.business-in-a-box.com/imgs/250px/1299.png",{"label":68,"url":69,"thumb":70,"extension":46},"Request Apology for NSF Check due to Error","/template/request-apology-for-nsf-check-due-to-error-D291","https://templates.business-in-a-box.com/imgs/250px/291.png",{"label":72,"url":73,"thumb":74,"extension":46},"Background Check Policy","/template/background-check-policy-D13419","https://templates.business-in-a-box.com/imgs/250px/13419.png",{"label":76,"url":77,"thumb":78,"extension":46},"Reference Check Letter","/template/reference-check-letter-D601","https://templates.business-in-a-box.com/imgs/250px/601.png",{"label":80,"url":81,"thumb":82,"extension":46},"Personal Reference Check Letter","/template/personal-reference-check-letter-D599","https://templates.business-in-a-box.com/imgs/250px/599.png",{"label":84,"url":85,"thumb":86,"extension":46},"Reference Check Phone Script","/template/reference-check-phone-script-D602","https://templates.business-in-a-box.com/imgs/250px/602.png",{"label":88,"url":89,"thumb":90,"extension":46},"Escrow Check Receipt","/template/escrow-check-receipt-D445","https://templates.business-in-a-box.com/imgs/250px/445.png",{"description":92,"descriptionCustom":6,"label":93,"pages":94,"size":95,"extension":46,"preview":96,"thumb":97,"svgFrame":98,"seoMetadata":99,"parents":100,"keywords":107,"url":108},"COMPANY NAME:_______________________ Address: _______________________________________ City: ______________________________ State/Province: ___________ Zip/postal code__________ Country: ________________ Phone: _________________ Fax: __________________ Email: _________________________________________ Purchase Order The following number must appear on all related correspondence, shipping papers, and invoices: P.O. NUMBER: Contact: Address: _______________________________________ City: ______________________________ State/Province: ___________ Zip/postal code___________ Country: ________________ Phone: _________________ Fax: __________________ Email: _________________________________________ Ship To:","Purchase Order","1",49,"https://templates.business-in-a-box.com/imgs/1000px/purchase-order-D1411.png","https://templates.business-in-a-box.com/imgs/250px/1411.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#1411.xml",{"title":6,"description":6},[101,104],{"label":102,"url":103},"Sales & Marketing","sales-marketing",{"label":105,"url":106},"Bids & Quotes","bids-quotes","purchase order","/template/purchase-order-D1411",{"description":110,"descriptionCustom":6,"label":111,"pages":112,"size":9,"extension":46,"preview":113,"thumb":114,"svgFrame":115,"seoMetadata":116,"parents":118,"keywords":117,"url":124},"EXPENSE REIMBURSEMENT POLICY PURPOSE The purpose of this Expense Reimbursement Policy is to establish guidelines and procedures for the reimbursement of business-related expenses incurred by employees, contractors, and other authorized individuals acting on behalf of [COMPANY NAME]. This Policy ensures transparency, accuracy, and fairness in handling expense claims. SCOPE This Policy applies to all employees, contractors, and authorized individuals who incur business-related expenses on behalf of [COMPANY NAME]. POLICY STATEMENTS Expense Eligibility Business-Related Expenses: Expenses eligible for reimbursement are those incurred while conducting company business or in the performance of assigned duties. These may include, but are not limited to, travel, meals, accommodation, supplies, and other necessary expenses. Authorization: All expenses must be authorized in advance by a supervisor or manager, either verbally or through the company's expense approval process. Expense Submission Expense Reports: All expenses must be documented using the company's designated expense report template or system. Expenses should be submitted promptly after incurring them, with receipts and supporting documentation attached. Receipts: Receipts are required for all expenses, regardless of the amount. Receipts should include details such as the date, vendor, items or services purchased, and the total amount. Expense Approval Supervisor Approval: Expense reports must be reviewed and approved by the employee's immediate supervisor or manager. The approver should ensure that expenses are reasonable, necessary, and in line with company policies. Secondary Review: In some cases, expense reports may undergo a secondary review by the Finance Department or another designated department for compliance and accuracy. Expense Reimbursement","Expense Reimbursement Policy","3","https://templates.business-in-a-box.com/imgs/1000px/expense-reimbursement-policy-D13688.png","https://templates.business-in-a-box.com/imgs/250px/13688.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13688.xml",{"title":117,"description":6},"expense reimbursement policy",[119,121],{"label":18,"url":120},"human-resources",{"label":122,"url":123},"Company Policies","company-policies","/template/expense-reimbursement-policy-D13688",{"description":126,"descriptionCustom":6,"label":127,"pages":112,"size":9,"extension":46,"preview":128,"thumb":129,"svgFrame":130,"seoMetadata":131,"parents":133,"keywords":136,"url":137},"TRAVEL & EXPENSE POLICY PURPOSE The purpose of this Travel and Expense Policy is to establish guidelines and procedures for managing and reimbursing business-related travel expenses incurred by employees, contractors, and authorized individuals on behalf of [COMPANY NAME]. This Policy ensures transparency, efficiency, and compliance with cost-control measures. SCOPE This Policy applies to all employees, contractors, and authorized individuals who travel for business purposes and seek reimbursement for related expenses incurred within the course of their duties. POLICY STATEMENTS Travel Authorization and Booking Authorization: All business travel must be authorized in advance by the employee's supervisor or manager. Travel requests should be submitted using the company's designated process or system. Booking: Travel arrangements, including flights, accommodations, and transportation, should be made through the company's designated travel booking system or approved vendors. Expense Categories and Reimbursement Eligible Expenses: Reimbursable expenses include transportation (e.g., airfare, rental cars), accommodations, meals, and other necessary expenses directly related to business activities. Non-Reimbursable Expenses: Expenses that are personal in nature or outside the scope of the business trip, such as personal entertainment, alcoholic beverages, and non-business-related expenses, are not eligible for reimbursement. Receipts and Documentation Receipts: Receipts are required for all expenses, regardless of the amount. Receipts should include details such as the date, vendor, items or services purchased, and the total amount. Expense Reports: All expenses must be documented using the company's designated expense report template or system. Expense reports should be submitted promptly after the completion of the business trip. Expense Approval Supervisor Approval: Expense reports must be reviewed and approved by the employee's immediate supervisor or manager. The approver should ensure that expenses are reasonable and necessary.","Travel and Expense Policy","https://templates.business-in-a-box.com/imgs/1000px/travel-and-expense-policy-D13796.png","https://templates.business-in-a-box.com/imgs/250px/13796.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13796.xml",{"title":132,"description":6},"travel and expense policy",[134,135],{"label":18,"url":120},{"label":122,"url":123},"travel expense policy","/template/travel-and-expense-policy-D13796",{"description":139,"descriptionCustom":6,"label":140,"pages":94,"size":9,"extension":46,"preview":141,"thumb":142,"svgFrame":143,"seoMetadata":144,"parents":146,"keywords":145,"url":151},"CREDIT NOTE CREDIT NOTE NUMBER: [Unique Credit Note Number] INVOICE NUMBER: [Related Invoice Number] DATE OF INVOICE: [Date of Related Invoice] [YOUR COMPANY NAME] [YOUR COMPANY ADDRESS] [CITY, STATE, ZIP CODE] [DATE] [CUSTOMER NAME] [CUSTOMER ADDRESS] [CITY, STATE, ZIP CODE] ","Credit Note","https://templates.business-in-a-box.com/imgs/1000px/credit-note-D13639.png","https://templates.business-in-a-box.com/imgs/250px/13639.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13639.xml",{"title":145,"description":6},"credit note",[147,150],{"label":148,"url":149},"Credit & Collection","credit-collection",{"label":148,"url":149},"/template/credit-note-D13639",{"description":153,"descriptionCustom":6,"label":153,"pages":94,"size":9,"extension":10,"preview":154,"thumb":155,"svgFrame":156,"seoMetadata":157,"parents":159,"keywords":158,"url":162},"Small Business Expense Report","https://templates.business-in-a-box.com/imgs/1000px/small-business-expense-report-D13396.png","https://templates.business-in-a-box.com/imgs/250px/13396.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13396.xml",{"title":158,"description":6},"small business expense report",[160,161],{"label":148,"url":149},{"label":148,"url":149},"/template/small-business-expense-report-D13396",{"description":164,"descriptionCustom":6,"label":165,"pages":8,"size":9,"extension":46,"preview":166,"thumb":167,"svgFrame":168,"seoMetadata":169,"parents":171,"keywords":170,"url":178},"ACCOUNTS PAYABLE POLICY PURPOSE OF THIS POLICY The purpose of this policy is to establish policy statements, guidelines and procedures to effectively manage the Accounts Payable processes at [COMPANY] (the \"Company\"). It establishes procedures and practices for the purpose of paying for goods and services as well as reimbursements to individuals as part as carrying out the Company's business. OBJECTIVE The objective of this policy is to provide guidance for the recording of expenditures to ensure that vendors, suppliers and employees are paid both the accurate amount and in a timely manner. SCOPE This policy applies to all Accounts Payable at [COMPANY]. DEPARTMENT RESPONSIBILITY Each department is responsible to ensure that invoices reach the Accounts Payable office in a timely manner. It is not the function of the vendors, suppliers or employees to bring invoices to Accounts Payable. Supporting documentation must accompany each request for payment. If proper documentation is not included with the request for payment, Accounts Payable will not process payment and the documentation will be returned and/or the department will be notified to provide proper paperwork. Authorized departmental signature(s) are required. Any documentation without the appropriate signature(s) will be returned to the originating department for compliance. REIMBURSEMENT REQUESTS","Accounts Payable Policy","https://templates.business-in-a-box.com/imgs/1000px/accounts-payable-policy-D13242.png","https://templates.business-in-a-box.com/imgs/250px/13242.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13242.xml",{"title":170,"description":6},"accounts payable policy",[172,175],{"label":173,"url":174},"Business Plan Kit","business-plan-kit",{"label":176,"url":177},"Administration","business-administration","/template/accounts-payable-policy-D13242",false,{"seo":181,"reviewer":192,"legal_disclaimer":179,"quick_facts":196,"at_a_glance":198,"personas":202,"variants":227,"glossary":254,"fields":285,"how_to_fill":331,"common_mistakes":372,"faqs":389,"industries":414,"comparisons":431,"diy_vs_pro":442,"related_template_ids_curated":455,"schema":461,"classification":463},{"meta_title":182,"meta_description":183,"primary_keyword":15,"secondary_keywords":184},"Check Request Form Template (Free Word)","Free check request form template for employees to request vendor or reimbursement payments. Used in 190+ countries. Free Word and PDF download.",[185,186,187,188,189,190,191],"check request form template","check request form word","payment request form template","check request form free download","employee check request form","vendor payment request form","internal payment request form",{"name":193,"credential":194,"reviewed_date":195},"Bruno Goulet","CEO, Business in a Box","2026-05-02",{"difficulty":197,"legal_review_recommended":179,"signature_required":179},"easy",{"what_it_is":199,"when_you_need_it":200,"whats_inside":201},"A Check Request Form is an internal finance document that employees submit to ask the accounts payable or finance team to issue a payment by check. This free Word download captures all the information the finance team needs — payee details, payment amount, business purpose, general ledger coding, required approvals, and attached documentation — in a single, standardized form.\n","Use it whenever an employee needs the company to pay a vendor, reimburse an expense, or issue a one-time payment that falls outside the normal purchase order or payroll process.\n","Payee name and contact information, requested payment amount and currency, business purpose description, general ledger account coding, required manager and finance approvals, and a documentation checklist for attaching invoices or receipts.\n",[203,207,211,215,219,223],{"title":204,"use_case":205,"icon_asset_id":206},"Office managers","Requesting payment to vendors who don't accept electronic transfers","persona-office-manager",{"title":208,"use_case":209,"icon_asset_id":210},"Department heads","Submitting and approving check requests for departmental expenses","persona-operations-director",{"title":212,"use_case":213,"icon_asset_id":214},"Accounts payable staff","Standardizing the intake and processing of employee payment requests","persona-accountant",{"title":216,"use_case":217,"icon_asset_id":218},"Small business owners","Maintaining a paper trail for ad hoc vendor and supplier payments","persona-small-business-owner",{"title":220,"use_case":221,"icon_asset_id":222},"Nonprofit administrators","Meeting board-mandated dual-approval requirements for disbursements","persona-nonprofit-exec",{"title":224,"use_case":225,"icon_asset_id":226},"Event coordinators","Requesting checks for venue deposits, catering, and speaker fees","persona-event-coordinator",[228,232,235,239,243,247,251],{"situation":229,"recommended_template":230,"slug":231},"Reimbursing an employee for out-of-pocket business expenses","Expense Reimbursement Form","expense-reimbursement-policy-D13688",{"situation":233,"recommended_template":93,"slug":234},"Paying a recurring vendor already set up in accounts payable","purchase-order-D1411",{"situation":236,"recommended_template":237,"slug":238},"Tracking all submitted payment requests in a spreadsheet log","Accounts Payable Tracking Spreadsheet","accounts-payable-policy-D13242",{"situation":240,"recommended_template":241,"slug":242},"Requesting a cash advance for upcoming business travel","Travel Expense Report","travel-and-expense-policy-D13796",{"situation":244,"recommended_template":245,"slug":246},"Authorizing a petty cash disbursement under a set threshold","Petty Cash Request Form","petty-cash-log-D13851",{"situation":248,"recommended_template":249,"slug":250},"Requesting payment to an independent contractor or freelancer","Invoice","sales-invoice-D383",{"situation":252,"recommended_template":140,"slug":253},"Issuing a refund check to a customer or client","credit-note-D13639",[255,258,261,264,267,270,273,276,279,282],{"term":256,"definition":257},"Payee","The individual, vendor, or organization to whom the check will be made out and delivered.",{"term":259,"definition":260},"General Ledger (GL) Code","A numeric or alphanumeric code that categorizes the expense in the company's accounting system — for example, 6200 for office supplies.",{"term":262,"definition":263},"Cost Center","A department or business unit assigned its own budget, used to allocate the expense to the correct internal budget line.",{"term":265,"definition":266},"Business Purpose","A brief explanation of why the payment is necessary and how it relates to company operations — required for audit and tax compliance.",{"term":268,"definition":269},"Dual Authorization","A control requiring two separate approvers — typically a department manager and a finance officer — before a payment is issued.",{"term":271,"definition":272},"Supporting Documentation","The invoice, receipt, contract, or other attachment that verifies the legitimacy and amount of the requested payment.",{"term":274,"definition":275},"Disbursement","The act of paying out funds from the company's bank account, whether by check, ACH, wire, or other method.",{"term":277,"definition":278},"Accounts Payable (AP)","The internal team or function responsible for processing, approving, and issuing payments owed by the company to external parties.",{"term":280,"definition":281},"Check Register","A log maintained by the finance team that records every check issued, including payee, amount, date, and check number.",{"term":283,"definition":284},"Accrual","An accounting entry that records an expense when it is incurred rather than when the check is actually issued, keeping financial statements accurate.",[286,291,296,301,306,311,316,321,326],{"name":287,"plain_english":288,"sample_language":289,"common_mistake":290},"Request date and check needed by","The date the form is submitted and the date by which the check must be issued or delivered.","Request Date: [MM/DD/YYYY] | Check Needed By: [MM/DD/YYYY]","Leaving the 'check needed by' date blank — the finance team defaults to standard processing time, which may miss a vendor's payment deadline and trigger a late fee.",{"name":292,"plain_english":293,"sample_language":294,"common_mistake":295},"Requestor information","The name, department, phone number, and email of the employee submitting the form.","Requestor Name: [FULL NAME] | Department: [DEPARTMENT] | Phone: [PHONE] | Email: [EMAIL ADDRESS]","Using a shared department email instead of the submitter's direct contact — when the finance team has questions, delays in routing responses slow processing.",{"name":297,"plain_english":298,"sample_language":299,"common_mistake":300},"Payee name and mailing address","The full legal name and address of the individual or company to whom the check is payable, exactly as it should appear on the check.","Pay to the Order of: [PAYEE LEGAL NAME] | Mailing Address: [STREET, CITY, STATE, ZIP]","Using a vendor's trade name instead of their legal business name — the payee name on the check must match the name on the payee's bank account to avoid deposit rejection.",{"name":302,"plain_english":303,"sample_language":304,"common_mistake":305},"Payment amount and currency","The exact dollar amount requested, stated numerically, and the currency if the payee is outside the domestic market.","Amount: $[0.00] USD | Currency: [USD / CAD / OTHER]","Rounding up the amount without the supporting invoice to match — a check for $500 against an invoice for $487.50 creates a reconciliation discrepancy the finance team must investigate.",{"name":307,"plain_english":308,"sample_language":309,"common_mistake":310},"Business purpose and description","A plain-language explanation of what the payment is for, why it is a legitimate business expense, and any relevant contract or project reference.","Purpose: [BRIEF DESCRIPTION — e.g., 'Annual maintenance contract renewal for HVAC unit at [LOCATION], Invoice #[NUMBER]']","Writing 'miscellaneous supplies' or 'services rendered' — vague descriptions fail IRS audit documentation standards and block GL coding by the finance team.",{"name":312,"plain_english":313,"sample_language":314,"common_mistake":315},"General ledger account code and cost center","The GL account number and cost center that should be charged, so the finance team can post the expense to the correct budget line without guessing.","GL Account: [ACCOUNT CODE] | Account Description: [EXPENSE CATEGORY] | Cost Center: [DEPARTMENT CODE]","Leaving the GL code blank and asking finance to figure it out — the requestor's manager owns the budget and is better positioned to code correctly; miscodings cause budget reporting errors that take hours to unwind.",{"name":317,"plain_english":318,"sample_language":319,"common_mistake":320},"Attachment checklist","A checklist confirming which supporting documents are attached — invoice, receipt, contract excerpt, or other authorization.","Attached: [ ] Vendor Invoice | [ ] Receipt | [ ] Contract / Agreement | [ ] Other: [DESCRIPTION]","Submitting the form without any attachments and expecting the finance team to request them separately — this effectively doubles the processing time and creates a backlog.",{"name":322,"plain_english":323,"sample_language":324,"common_mistake":325},"Manager approval signature and date","The authorizing manager's printed name, signature, and the date they approved the request, confirming the expense is within budget and policy.","Approved by (Manager): [PRINTED NAME] | Signature: ____________ | Date: [MM/DD/YYYY]","Routing the form to the finance team before obtaining manager approval — unapproved requests get returned to the requestor, adding a full processing cycle to the timeline.",{"name":327,"plain_english":328,"sample_language":329,"common_mistake":330},"Finance team approval and check number","The finance officer's sign-off confirming the request meets policy, the GL coding is correct, and the check number issued once processed.","Finance Approval: [PRINTED NAME] | Signature: ____________ | Date: [MM/DD/YYYY] | Check #: [NUMBER]","Treating this field as optional for small amounts — skipping finance sign-off removes the dual-authorization control that protects the organization against unauthorized disbursements.",[332,337,342,347,352,357,362,367],{"step":333,"title":334,"description":335,"tip":336},1,"Enter the request date and the check needed-by date","Record today's date and the specific date the check must be issued. Allow at least five business days for standard processing unless your organization has an expedite policy.","Check your finance team's published processing cutoff — most AP teams have a weekly check run, and missing it by one day adds a full week to delivery.",{"step":338,"title":339,"description":340,"tip":341},2,"Complete your requestor information","Fill in your full name, department, direct phone number, and business email. This is the contact the finance team will reach if they have questions about the request.","Use your direct line, not a main office number — a missed callback is the most common cause of check request delays.",{"step":343,"title":344,"description":345,"tip":346},3,"Enter the payee's full legal name and mailing address","Write the payee's legal name exactly as it appears on their W-9 or vendor registration. Include the complete mailing address if the check will be mailed rather than picked up.","For new vendors, attach a copy of their W-9 to the form — it satisfies IRS documentation requirements and speeds up vendor setup in the accounting system.",{"step":348,"title":349,"description":350,"tip":351},4,"State the exact payment amount","Enter the amount numerically, matching it precisely to the attached invoice or receipt. If the invoice is in a foreign currency, note the currency code and include the exchange rate used.","If the invoice includes a discount for early payment, confirm with the vendor whether the discount applies before writing the check amount on the form.",{"step":353,"title":354,"description":355,"tip":356},5,"Write a specific business purpose","Describe what is being purchased, why it is a business expense, and reference the invoice number or contract. One clear sentence is enough — vague descriptions get kicked back.","Imagine explaining the expense to an external auditor who has no context about your department. If that person would understand it, the description is specific enough.",{"step":358,"title":359,"description":360,"tip":361},6,"Enter the GL account code and cost center","Look up the correct GL account in your chart of accounts and enter your department's cost center code. If unsure, ask your manager before submitting — incorrect coding requires a journal entry to fix.","Keep a one-page cheat sheet of the five to ten GL codes your department uses most often — it eliminates the most common submission error.",{"step":363,"title":364,"description":365,"tip":366},7,"Attach all supporting documentation","Tick every item in the attachment checklist that applies and physically attach or scan the documents with the form. A form submitted without supporting documents will be returned.","Scan invoices at 300 DPI or higher if submitting electronically — low-resolution scans where amounts are illegible cause the same delays as missing documents.",{"step":368,"title":369,"description":370,"tip":371},8,"Obtain manager approval before submitting","Present the completed form and attachments to your approving manager for signature before sending it to the finance team. The finance team will not process unapproved requests.","If your manager is unavailable and the payment is time-sensitive, identify the designated backup approver in your department's approval matrix ahead of time — not the moment you need a signature.",[373,377,381,385],{"mistake":374,"why_it_matters":375,"fix":376},"Submitting without supporting documentation","Finance teams are required to retain documentation for every disbursement for audit purposes. A form without an attached invoice or receipt will be returned, resetting the processing clock.","Gather the invoice, receipt, or contract before filling out the form, and attach everything in a single submission packet.",{"mistake":378,"why_it_matters":379,"fix":380},"Using a vague business purpose description","Descriptions like 'office supplies' or 'vendor payment' give auditors and the finance team nothing to verify, and may fail IRS substantiation requirements for deductible business expenses.","Write one specific sentence naming the vendor, what was purchased or performed, and the invoice number — for example, 'Annual software license renewal for [VENDOR], Invoice #[NUMBER], covers [DATE] to [DATE].'",{"mistake":382,"why_it_matters":383,"fix":384},"Skipping the GL code and leaving coding to finance","When the requestor's department code is missing, the finance team either holds the form for clarification or assigns a default code — both cause budget reporting errors that take time to correct.","Look up the correct GL account before submitting. If your organization has a chart of accounts summary, bookmark it — it takes less than a minute to find the right code.",{"mistake":386,"why_it_matters":387,"fix":388},"Routing to finance before obtaining manager approval","An unapproved form returned from finance creates a second processing cycle and risks missing vendor payment deadlines, potentially incurring late fees.","Follow the approval sequence: requestor completes the form, manager signs, then finance receives. Never skip ahead to save time.",[390,393,396,399,402,405,408,411],{"question":391,"answer":392},"What is a check request form?","A check request form is an internal document that employees submit to the finance or accounts payable team to initiate a payment by check. It captures the payee name, payment amount, business purpose, GL account coding, and required approvals in one place, giving the finance team everything they need to issue the check and post the expense accurately.\n",{"question":394,"answer":395},"When should I use a check request form instead of a purchase order?","Use a check request form for one-time, unplanned, or low-value payments where no purchase order was issued in advance — such as reimbursing a vendor deposit, paying a speaker fee, or covering an emergency repair. Use a purchase order when you are buying goods or services through your organization's formal procurement process before the expense is incurred.\n",{"question":397,"answer":398},"How much detail do I need in the business purpose field?","Enough detail that someone unfamiliar with your department could confirm the expense is legitimate and business-related. Include the vendor name, what was purchased or delivered, the invoice number, and the dates covered if it is a service or subscription. One clear sentence usually meets IRS substantiation standards and passes an internal audit without a follow-up question.\n",{"question":400,"answer":401},"Does a check request form need to be signed?","Yes — it requires at least one approval signature, typically from the requestor's direct manager, before it reaches the finance team. Many organizations require a second signature from a finance officer for amounts above a set threshold, such as $500 or $1,000. Check your internal policy for the specific approval thresholds and required signatories.\n",{"question":403,"answer":404},"What supporting documents should I attach?","Attach the vendor invoice or quote, a receipt if the expense has already been paid by the employee, a copy of the relevant contract or agreement for service-based payments, and a W-9 for any new vendor. The more documentation you attach upfront, the less likely the form is to be returned with questions.\n",{"question":406,"answer":407},"What is the difference between a check request form and an expense reimbursement form?","A check request form asks the company to pay a third party — a vendor, supplier, or contractor — directly by check. An expense reimbursement form asks the company to repay an employee who has already spent personal funds on a business expense. If you paid a vendor out of your own pocket and want to be paid back, use an expense reimbursement form instead.\n",{"question":409,"answer":410},"How long does check processing typically take?","Most organizations run checks once or twice per week. Processing time from a complete, approved submission to a issued check is typically three to seven business days. Incomplete forms — missing documentation, missing GL codes, or no manager signature — restart the clock. For time-sensitive payments, check whether your finance team has an expedite process and what the cutoff time is.\n",{"question":412,"answer":413},"Can I submit a check request form for amounts over a certain threshold?","Most organizations set approval thresholds that require additional authorization for larger amounts — for example, a second finance officer signature for requests over $1,000, or executive approval for amounts over $5,000. Review your internal disbursement policy to confirm the thresholds and approval chain that apply to your request before submitting.\n",[415,419,423,427],{"industry":416,"icon_asset_id":417,"specifics":418},"Nonprofit Organizations","industry-nonprofit","Board-mandated dual-authorization controls and grant fund tracking make a standardized check request form essential for maintaining donor and auditor trust.",{"industry":420,"icon_asset_id":421,"specifics":422},"Education","industry-education","Schools and universities use check request forms to pay guest lecturers, event vendors, and student activity suppliers outside the standard purchase order cycle.",{"industry":424,"icon_asset_id":425,"specifics":426},"Healthcare","industry-healthtech","Clinics and hospitals require documented approval chains for all disbursements to meet Joint Commission and Medicare compliance standards.",{"industry":428,"icon_asset_id":429,"specifics":430},"Professional Services","industry-professional-services","Law firms, accounting firms, and consultancies use check request forms to pay client-matter disbursements that must be tracked against specific billing codes.",[432,434,437,440],{"vs":93,"vs_template_id":234,"summary":433},"A purchase order is issued before goods or services are delivered to authorize a planned procurement. A check request form is submitted after the expense is already incurred or a payment is due without a prior PO. Use a purchase order for planned spending and a check request form for unplanned or one-off payments.",{"vs":230,"vs_template_id":435,"summary":436},"expense-reimbursement-form-D13400","An expense reimbursement form is used when an employee has already paid out of pocket and needs to be repaid. A check request form directs payment to a third-party payee — vendor, contractor, or organization — not to the employee. If you personally fronted a business cost, use the reimbursement form.",{"vs":249,"vs_template_id":438,"summary":439},"","An invoice is a document issued by a vendor to the company requesting payment. A check request form is the internal document the employee uses to trigger the company's response to that invoice. The two documents should reference each other — the invoice number belongs in the check request's business purpose field.",{"vs":245,"vs_template_id":438,"summary":441},"A petty cash form covers small, immediate cash disbursements — typically under $50 — from an on-hand cash fund managed by the office. A check request form is used for larger or vendor-directed payments that require formal approval and a bank-issued check. Most organizations set a dollar threshold that separates the two processes.",{"use_template":443,"template_plus_review":447,"custom_drafted":451},{"best_for":444,"cost":445,"time":446},"Any organization that needs a standardized internal form for employee-initiated check payments","Free","5 minutes to complete per request",{"best_for":448,"cost":449,"time":450},"Organizations adding custom approval thresholds, department-specific GL code tables, or electronic workflow routing","$0–$100 (internal finance team customization)","1–2 hours",{"best_for":452,"cost":453,"time":454},"Enterprises integrating the form into an ERP or procurement system with automated approval routing","$500–$5,000+ (developer or system implementation)","2–6 weeks",[234,231,242,253,456,238,246,250,457,458,459,460],"small-business-expense-report-D13396","budget-proposal-D13607","financial-projections_12-months-D360","receipt-D395","vendor-agreement-D13292",{"emit_how_to":462,"emit_defined_term":462},true,{"primary_folder":464,"secondary_folder":465,"document_type":466,"industry":467,"business_stage":468,"tags":469,"confidence":474},"finance-accounting","payments-and-treasury","form","general","all-stages",[470,471,472,473],"check-request","accounts-payable","payment-authorization","finance-operations",0.95,"\u003Ch2>What is a Check Request Form?\u003C/h2>\n\u003Cp>A \u003Cstrong>Check Request Form\u003C/strong> is an internal finance document that employees submit to the accounts payable or finance team to initiate a payment by check on behalf of the organization. It captures the payee's legal name and address, the exact payment amount, a specific business purpose, the correct general ledger account code, required manager approvals, and references to supporting documentation such as vendor invoices or receipts — giving the finance team everything they need to issue the check, post the expense, and maintain a complete audit trail in a single standardized submission.\u003C/p>\n\u003Ch2>Why You Need This Document\u003C/h2>\n\u003Cp>Without a standard check request form, employees submit payment requests by email, sticky note, or verbal instruction — leaving the finance team to chase down missing GL codes, unsigned approvals, and unattached invoices before any check can be cut. Every incomplete submission adds a full processing cycle to what should be a routine transaction. A missing approval signature exposes the organization to unauthorized disbursements; a vague business purpose description fails IRS substantiation requirements and raises flags in an audit. This template enforces the complete information set and approval chain upfront, so the finance team processes requests on the first submission rather than the third, vendors get paid on time, and every disbursement is fully documented for year-end reporting.\u003C/p>\n",1781186029678]