Vendor Payment Check Requests
All purchases that are not accompanied by an invoice (i.e. payment to an individual), or that do not have a purchase order on file require a check request to be completed and submitted to the Business Office.
The check request form has been modified as of September 2010 to be clearer regarding the information that the Business Office needs to process the check request. Check requests must contain the amount to be paid, the PO number if one exists, the full vendor name, and the full budget code(s) to be charged. All relevant backup documentation to support the purchase should be attached as well. If you are unsure of the budget code, please use the below Budget Code Lookup Tool. If you find that there are codes missing, please contact Eric James at 202-884-9505 or at firstname.lastname@example.org.
Once the linked check request form is completed, please return it to the Business Office in Main 114, scan in the documents and email them to Memuna Kargbo, or fax them to us at 202-884-9029. Please note that this form is not for travel reimbursement requests. Please also note that Trinity’s policy states that purchase orders are required for all purchases. Completing a check request form without a purchase order should only be done in very rare circumstances.
Please note that Trinity requires that we have taxpayer information on file for all vendors before a check can be issued. If you are working with a vendor that has not been paid previously, please make sure that the attached W-9 form is completed and faxed to the Business Office at 202-884-9029.
If you have any questions about check requests or Trinity’s purchasing policies, please contact Eric James at 202-884-9505 or email@example.com.