ONLINE CHECK REQUEST(CQ)
TIPS / QUICK REFERENCE
TIPS:
- Do not use a check request when an invoice has been presented for payment. Only use a check request when no other payment process will suffice.
- Enter the requestor’s phone extension in the Dept. Ref. No. field.
- To expedite a new vendor, please attach a W9 form with the appropriate documentation or upload to the vendor portal.
- The approver may never report to the individual for whom the expense is incurred nor may an approver approve his/her own expense. An approver also may not approve an event in which he/she is an attendee.
- If an attachment is to be mailed with the check, please include a copy of the documentation. The original documentation will be mailed with the check and the copy will be filed with the check request.
- Print the submittedonline check request (CQ), obtain appropriate signatures, andforward the approved CQ with the appropriatedocumentation to Payment Solutions, MS 77.
- No revisions or edits are allowed to the CQ once submitted to Banner. The requestor will have to email to have the form deleted and a new CQ will have to be completed.
- A posted CQwill appear on your menu, however, once viewed the CQ is only available for viewing in the Rice Web Applications System under the Payment Queries menu.A check status can be viewed there as well.
QUICK REFERENCE:
Select “Finance” tab from the WebApps menu.
Select "Check Request".
Enter a description of the Check Request and a Department Reference (optional)
Select “New Entry” to continue or “Clear” to begin again.
“Code” field enter the vendor’s name and select the “Vendor Information” button.
Find the exact vendor name and address. Select the button and the information willauto fill.
If an exact name/address is not found see *New Vendorbelow.
“Text” field enter a clear description for the payment along with the date of the trip/event/service.
“Amount” field enter the amount to be paid. Select the “Add” button. If there is more than one payment to the vendor, enter each amount one line at a time.
Enter the fund/org/account.
“Amount” field enter the dollar amount requested. Select the “Add” button. If the total expense is“split funded” additional accounting fields will appear.
Special Handling instructions: indicate the instructions in the “Text” field and choose one of the following:
a.Wire Transfer - Enter the wire instructions and choose “None”.
b. Attachment – Enter attachment instructions and Select “‘AT”.
b. Payment Solutions - Enter the contact name/extensionand Select “CS”.
c. Campus Mail - Enter the contact name/MS# and Select “CM”.
Select the “Add” button.
Select the “Submit Check Request Entry” button.
Check Request Menu find the CQ# or description.
Select “Print Form”.
Obtain the necessary approval signature(s).
Attach the appropriate back-up to the CQ and send it to Payment Solutions, MS 77.
After the check request has “Posted”, the CQ can be viewed only onceon the originator’s
Check Request Menu. After one viewing, the CQ can be queried on WebApps.
*New Vendor: When an exact match is not found, clear any text in the “Code” field and select the
“No Exact Match Available-Enter Custom” button.Select the “Add” button and custom entry fields willbedisplayed. Enter the exact vendor information.In the Rice faculty/staff/students field, enter the Employee ID, Student ID. Do not provide SSN/TIN information. Please submit this information through the Payables vendor portal @payables.rice.edu.
Selectthe “Add” button or to make any corrections select the "Clear" button.
**Note:Documentation of the above information willneed to accompany theCQ.Disbursements will
complete the vendor set up once the form has beenreceived inPayment Solutions.