2.408 Check Requests
Policy Statement:
Lakeway Christian Schools (LCS) recognizes that there may be situations where employees and authorized personnel require a check to be issued before an invoice is received or for specific purposes that do not align with the standard purchase requisition process. This Check Request Policy is designed to establish guidelines and procedures for issuing checks, ensuring accountability, control, and proper documentation.
Eligibility for Check Requests:
LCS employees and authorized personnel may request a check payment for legitimate and approved expenses related to school operations and activities. Check requests should adhere to LCS policies and be submitted in advance when possible.
Check Request Process:
Check requests must be submitted through the school's Enterprise Resource Planning (ERP) system (e.g., Skyward) following the established procedures. The process for check requests will align with the standard procurement workflow, including budget verification and approvals.
Budget Verification:
Before a check request is approved, it must be verified against the available budget for the corresponding account or fund. The Finance Department will ensure that sufficient funds are available to cover the requested amount.
Approvals:
Check requests should follow the same workflow as purchase requisitions. They will be approved based on the designated approval process, which may include department heads, principals, and other relevant personnel. The Finance Department will conduct a final review to verify budget availability.
Documentation:
For all check requests, supporting documentation must be submitted to Finance for notification that payment is required. This may include quotes, estimates, invoices, or any other relevant documents that justify the need for the requested check. Proper documentation helps maintain transparency and accountability.
Expense Categories:
Check requests must be allocated to the appropriate expense category as defined by LCS's chart of accounts. Misallocation or misreporting of expenses may result in delayed or denied check issuance.
Check Delivery and Recordkeeping:
Upon approval and notification to Finance, checks will be issued according to the school's regular payment schedule. A record of issued checks will be maintained, including check number, payee, purpose, and amount. Check requests will be filed and retained in accordance with LCS's document retention policy.
Expense Policy Compliance:
All check requests must comply with LCS policies, including competitive bid policies, travel policies, and other relevant financial policies.
Implementation and Compliance:
This policy will be consistently implemented across all LCS check request activities. All employees and authorized personnel are required to comply with this policy. Failure to adhere to this policy may result in delayed or denied check issuance.
Best Practices:
Lakeway Christian Schools (LCS) recognizes that there may be situations where employees and authorized personnel require a check to be issued before an invoice is received or for specific purposes that do not align with the standard purchase requisition process. This Check Request Policy is designed to establish guidelines and procedures for issuing checks, ensuring accountability, control, and proper documentation.
Eligibility for Check Requests:
LCS employees and authorized personnel may request a check payment for legitimate and approved expenses related to school operations and activities. Check requests should adhere to LCS policies and be submitted in advance when possible.
Check Request Process:
Check requests must be submitted through the school's Enterprise Resource Planning (ERP) system (e.g., Skyward) following the established procedures. The process for check requests will align with the standard procurement workflow, including budget verification and approvals.
Budget Verification:
Before a check request is approved, it must be verified against the available budget for the corresponding account or fund. The Finance Department will ensure that sufficient funds are available to cover the requested amount.
Approvals:
Check requests should follow the same workflow as purchase requisitions. They will be approved based on the designated approval process, which may include department heads, principals, and other relevant personnel. The Finance Department will conduct a final review to verify budget availability.
Documentation:
For all check requests, supporting documentation must be submitted to Finance for notification that payment is required. This may include quotes, estimates, invoices, or any other relevant documents that justify the need for the requested check. Proper documentation helps maintain transparency and accountability.
Expense Categories:
Check requests must be allocated to the appropriate expense category as defined by LCS's chart of accounts. Misallocation or misreporting of expenses may result in delayed or denied check issuance.
Check Delivery and Recordkeeping:
Upon approval and notification to Finance, checks will be issued according to the school's regular payment schedule. A record of issued checks will be maintained, including check number, payee, purpose, and amount. Check requests will be filed and retained in accordance with LCS's document retention policy.
Expense Policy Compliance:
All check requests must comply with LCS policies, including competitive bid policies, travel policies, and other relevant financial policies.
Implementation and Compliance:
This policy will be consistently implemented across all LCS check request activities. All employees and authorized personnel are required to comply with this policy. Failure to adhere to this policy may result in delayed or denied check issuance.
Best Practices:
- Encourage employees to plan and budget for expenses whenever possible to minimize the need for check requests.
- Monitor and track outstanding check requests to ensure timely processing and payment.
- Conduct periodic reviews of the check request process to identify opportunities for improvement and efficiency.