How to obtain Check Request forms:

To order a packet of Check Request forms, please call or email Frank Valdez in the Office of the Controller at (212) 854-4694 fjv1@columbia.edu.  Please include your building address, mailcode and phone number when ordering forms.

When to use a Check Request:

Use a Check Request form to pay directly for any of the following: 

• Membership dues (when the University is not billed directly)
• Petty cash
• Postage
• Registration fees
• Rent (short-term)
• Research study subject payments
• Subscriptions
• Travel expense reimbursement to an individual who is not University faculty or staff (such as a guest lecturer, prospective employee or student)
• Refunds of deposits (for meal plans, campus housing, etc.) to students
• Prizes and Awards  
• Honoraria
• Wire Transfers (email contact info. must be provided)

Do not use a Check Request form to pay for any of the following:

• Employee compensation
• Reimbursement to University students or employees for travel and business expenses
• Travel advances and stipends
• Non-equipment purchases including supplies, materials, parts, services and lease commitments
• Equipment purchases of furniture, equipment or services.
• An invoice or a request for payment from a vendor
• Patient Refunds    

Payment Procedure:

Fill out the Check Request form. Include the Payee’s name, address (an individual’s home address) and tax identification (social security) number. In the space labeled “Description of Services”, detail the goods or services, the event, and most importantly, the business reason for the expense.  Be sure to include the appropriate supporting documentation including all receipts and flyers when sending the Check Request form to Accounts Payable. 

Submit a Check Request for payment by following the Entering an Invoice procedure in the Processing Payments section. Remember, in AP/CAR processing, the word “invoice” refers to any payment instrument, including check requests, travel & business expense reports, and travel advances. The invoice number on a Check Request is the “R” number located in the upper right hand corner of the Check Request form. Enter the payee in the Vendor field.

Please note: In accordance with University policy, keep a copy of the Check Request as well as all support documentation and receipts for your records.

Need more help? 

Contact us: AP Service Center, AP Staff Directory.