Allowable Expenses on a Check Request Form

The Check Request form is mainly used to:

  • reimburse an individual who has made an expenditure under $3,500 to a vendor on behalf of the University where a Procurement Card is not used
  • pay honoraria and related travel expenses to a non-UW individual
    An honorarium is for a presentation-oriented, invitational event such as a lecture, talk, colloquium, address, Grand Round, continuing education presentation or similar activity given to students, staff, faculty, and/or the public at large. More information and forms needed can be found here.

    Travel expense reimbursements associated with honoraria must be submitted through the Travel Office on an expense report. Travel Office receipt requirements should be followed. Any travel reimbursements not processed through eTravel will be reported to the individual on Form 1099 MISC. 

    Payments to Foreign National for honoraria may be submitted on individual check request form (UoW 1570) or an invoice voucher (UoW 1730) with a purchase order. Please check the Global Operations Support website for more information.

Please note: 
Payments in excess of $10,000 must be submitted on a PAS Requisition with an invoice voucher (UoW 1730)

Payments to individuals using the Check Request forms must be for $10,000 or less. In these cases, a PAS requisition / purchase order and invoice voucher is not required.

Payments are generally processed within 10 days from the date the form is received.

 

 

 

The types of payments listed below may exceed the $10,000 limit...

Check Requests for the payments below should be sent directly to the Payman team @ Box 351130.
  • Payments to clubs or groups for assistance at UW athletic games (ushers, parking fee collection, cleanup crews) (Check Request only)
     
  • Royalties, copyrights, permission fees, use fees
    (Check Request UoW 1570 for a single individuals or UoW 1571 for multiple recipients)
    (Exception: the Check Request UoW 1570 may be used to pay these fees to companies and schools also. No purchase order is necessary.)
     
  • Prizes as a result of a contest, games of chance, etc.
    (UoW 1570 or UoW1571 for US taxpayers, UoW 1570 only for foreign nationals)
     
  • Scholarship awards for non-UW individuals
    (UoW 1570 or UoW1571 for US taxpayers, UoW 1570 only for foreign nationals)
     
  • UW Student musicians and actors performing at UW functions
    (UoW 1570 or UoW1571 for US taxpayers, UoW 1570 only for foreign nationals)
     
  • Payment of any insurance to or on behalf of a foreign national
    (UoW 1570 only)
     
  • Application fee for H-1B Visa. For H-1B Visa
    follow the instructions on the International Services Office (ISO) website 
     
  • Application fee for I-140.
 

 

 

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