Processing Check Requests

Check requests are used to request payment for certain expenses that do not require the involvement of a purchasing agent. You can generate a check request in RU Marketplace and must submit an explanation of all charges and supply supporting documentation. We receive the request and process payment to the supplier.

Be sure to

  • Know whether to request a purchase order or a check for the good or service 
  • Get needed department approvals
  • Submit required supporting documents electronically with your check request

Use a Check Request for These Goods and Services (PDF)

Awards and prizes for students

  • Submit justification letter
  • Dates and purpose must be stated in check request form

Awards and prizes for employees (including student employees) are processed through the Office of Payroll Services.

Clinical trial sites

  • Submit invoice or letter

Conference, memberships, and registration fees 

  • Submit copy of completed registration form
  • Name and date must be stated in the description of the check request

Co-sponsorship / Sponsorship / Partnership

  • Submit invoice invoice or letter
  • Business Justification should be stated on invoice or letter

Department of Homeland Security fees

  • Submit invoice showing amount and remit to
  • Name of applicant and type of application must be stated in the description of the Check Request (please check the remittance site)

Editors / Transcribers/ Proofreaders

  • Submit invoice, Scope of Work, and Independent Contractor or Employee Determination (ICED) Form
  • Dates and purpose must be in the description of the Check Request

Fellowships, scholarships, and stipends

  • Submit letter describing type of stipend or fellowship
  • Type of stipend or fellowship must be stated in the check request form

Field, Camp, or Theater trips (offsite and day trips only)

  • Submit reservation and invoice
  • Dates and purpose must be stated in the description of the Check Request

Honorariums* - one time speaking engagement

An honorarium is a payment representing a token of appreciation paid to an individual for participation in a special, and typically non-recurring, activity at a University event for which payment is not required or traditionally set where no deliverable or result is requested. This method of payment is usually made as a "thank you." Normally an honorarium is given in conjunction with an academic activity. An honorarium is primarily intended to confer distinction or to symbolize respect, which is not required by law, and is not a fee charged by the recipient. An honorarium is a payment made without the giver recognizing themselves as having any liability or legal obligation, where no specific deliverable or result is requested, expected, or produced. No honorariums should be paid to a University employee.

  • Submit flyer, letter, etc. from event
  • Dates, purpose, and location of events must be stated in the description of the check request (use natural account 31200 in RIAS)
  • The amount of the honorarium must be specified

Hotel room reservations

Check requests can be used for hotel reservations under $5,000 billed to Rutgers for individual staff and a stay less than 10 nights. Hotel reservations for individuals who attend a conference will have the person's name, conference attending, and invoice number referenced on the check.

Note: Not for banquets or events. Hotel payments for banquets and events must be done as a purchase order. Documentation from the hotel stating the prepayment/deposit is required.

  • Submit hotel confirmation and supporting documents such as conference information
  • Dates, purpose, and location of events must be stated in the description of the check request 
  • If more than one person is traveling include the names

Human subject payments (gift cards or checks)

Contact Accounts Payable for the complete procedure. 

  • Submit questionnaire (ask Accounts Payable)
  • Submit receipt and proof of payment to Participants or Human Subjects with the check request form

IRS payments

If a garnishment, 

  • Submit justification letter
  • Submit summary for payroll showing totals not names
  • Submit tax return

Patent payments

  • Submit invoice

Royalty payments

  • Submit documents showing royalty distribution listing for the time period

Permits

  • Submit renewal notice with the check request form

Petty cash reimbursement

Postage meter replenishment and stamp purchases

  • Submit justification letter
  • Purpose and meter number should be stated in check request form

Property taxes

  • Submit invoice

Referees, umpires, and officials payments

  • Submit invoice
  • Dates and game must be stated in check request form

Refunds to students, patients, or companies

  • Submit cash transmittal, copy of the check, payment information, etc.
  • Dates, purpose, and location of events must be stated in the check request form

Rentals of exhibition booths

  • Submit registration forms
  • Dates, purpose, and location of events must be stated in the check request form

Rents or leases of off-campus facilities (space rentals not including hotels)

  • Submit invoice, contract, lease (one time only to be held in Accounts Payable), etc.
  • Dates, purpose, and location of property must be stated in the check request form

Rents for Rutgers University facilities

  • Submit jutification letter
  • Dates, purpose, and location of property must be stated in the check request form

Sponsorships and partnerships

  • Submit invoice or letter
  • Business justification must be stated on invoice or letter

Student activity accounts (transfers to)

  • Submit justification letter
  • Reason for the transfer must be stated in the check request form

Subscriptions and online surveys

  • Submit invoice or renewal notice for subscription

Transcribers, editors, or proofreaders (non medical)

Tuition to other institutions or companies

  • Submit invoice with the check request form

UPS and FedEx

  • Submit justification letter or invoice with the check request form

Check Request Matrix (PDF)