FOR CHECK (CHECK INVOICE)
of out of pocket expenses for minor supply purchases (under
$500), postage, telephone, copying, business meals and
hospitality costs, and incidental charges.
to vendors for utilities, dues and memberships, and subscriptions.
for moving expenses, and short term professional service
agreements as defined in the policy for Independent
departmental petty cash funds.
in which the check is to be made out.
address or campus box or instructions for pick-up in emergency
date and the date by which check is to be mailed or made
available. (allow 3-5 days for processing).
for instructions to the vendor only.
explanation on the purpose for the payment. Show Tax ID
and home address here.
total amount of check request. Use $xxx.xx format.
departmental signatures for the account(s) being charged.
FRS account number, four-digit subcode.
of the account being charged.
distributed to the account number listed. Use xxx.xx format.
Documents to Attach:
orginal invoices or receipts justifying requested amount.
of signed short-form (under $2,000) consulting agreements.
Meals & Hospitality form for all employee functions,
luncheons, gifts or donations.
letter or memo which serves as clarification or explanation
for the requested amount.
Where to Send:
proper departmental approvals are obtained, send two copies
of the Check Invoice with the original documentation to
Accounts Payable. This office will forward to ORA or Purchasing
for approval, as necessary.
How to Obtain:
is available in University Stores, form #60200. Use Stock
Issue Slip form to order.
departments have developed a computer facsimile of this
form, which is acceptable. Please check format with Accounts
Payable before implementing.
this form has many purposes, there are two reoccurring
misuses of this form. (1) When ordering goods or materials
in excess of $500, a University Purchase order is required,
and (2) Payments for services provided by individuals
who are Brown
students or employees must be processed through Payroll
copies of the check invoice form are required because
one copy is returned with the check. Copies of supporting
documentation are not required by accounts payable.