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Check Requests
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A check request may be used when requesting payments for authorized goods or services that were not ordered through the normal purchase requisition process or the used of a ProCard. 

When submitting a check request for payment, a Check Request (BA1) must be completed and forwarded to Amy Spears at the Leestown Campus.  It will then be processed and forwarded on to KCTCS for payment

Please keep in mind that KCTCS needs the request no less than 10 days prior to requiring the check.

 

Form Requirements

  • Vendor name and remit address
  • EIN or SSN
  • PeopleSoft Vendor ID - list of vendors
  • Vendor add (BA13) and W-9 form for new vendors
  • Requester and requester phone number
  • Date requested
  • Valid budget chart string
  • Original invoice must be attached

Specific Items With No Limit Amount

  • Student Finanical Aid (Prior approval of the KCTCS System Director of Finanical Aid required)
  • Student Refunds (Prior approval of the KCTCS Director of Accounting required)
  • Catalog Library Materials
  • Utilities (Utilities are recommended to be paid via bank draft or ProCard.  This includes regualar telephone, pagers, and cell phone bills)
  • Accreditation Fees
  • Advertising

Specific Items With A $3,000 Limit

  • Dues *
  • Gasoline credit card bills
  • Membership fees *
  • Subscriptions *
  • Registration Fees * (Must be charged to 50111, 50121, 50122, or 50131)
  • Reimbursement of Imprest Cash Accounts (requires documentation described in KCTCS BP 3.6)
  • Honorariums (see BP 3.15)
  • Payments to research (see BP 3.6)
  • Catering Services ** (indcluding working meals and meeting meals)
  • Postage *
  • Student accommodations * (pre-payment requires KCTCS Director of Business Services prior approval)

* A procard should be used to pay for these goods and services.  If a check request is submitted for one of these commodities, the requester must indicate on the check request that the vendor will not accept the procurement card. 

** A Level III procard may be used for these services if permitted by BP 4.2.1.E

Any other goods and services are processed on requisitions.

When submitting a check request for meeting rooms, meals, and refreshments, Form BA50 needs to be attached.  For addtional information regarding the BA50, see BP 1.13 and BP 1.14.