FCI - Check Request Guidelines
Check Request Guidelines
Payable to:
Campus department: List the campus contact/address to whom the check should be directed.
Example: University of Massachusetts, Attn: Dept. Coordinator, Classics Dept., 524 Herter Hall
Individual: If payment is being made to an individual, a W-9 must be submitted or already on file. To submit a W-9 contact your Five Colleges liaison for a Docusign link that will allow for a secure transmission. Do not submit W-9s by email.
Payments to non–U.S. citizens, payments over $1500, payments to undergraduate or graduate students: Special rules apply. Contact the Five College Business Office before agreeing to or incurring the expense.
Purpose and/or invoice:
Describe the reason for and nature of the expense incurred.
Example: Food for certificate program steering committee meeting at Hampshire College on 2/8/18
Charge to:
List name/description of budget source and project # (if known). Account code # and department will be added by Five College staff.
Examples: Middle Eastern Studies Faculty Seminar, Lecture Fund, NAIS Certificate Program
Supporting documents:
Along with the completed Check Request Form, submit appropriate supporting documentation.
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Expense |
Supporting Documentation Required |
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Meeting refreshments |
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Dinner |
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Honoraria |
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Travel expenses |
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Co-sponsorships |
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Printing/design costs, reading materials, etc. |
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General:
Many funding sources (e.g., grants, faculty seminar program) have separate funding guidelines and restrictions. If you are not sure whether an expense is eligible or what documentation is required, inquire with the program liaison or the Five College Business Office before agreeing to or incurring the expense.
Send completed Check Request Form and documentation to:
Five Colleges, Inc., Business Office, 97 Spring Street, Amherst, MA 01002 via campus, postal mail or fcaccountspayable@fivecolleges.edu