Understanding Check Requests

What is a Check Request?

A check request is a directed request to the Accounts Payable section of the Finance Department to issue funds to a vendor (or payee) via a check. Use the grid below to review if the business that you want to do is covered by a check request.

In cases when the check request exceeds $500, you will need to request a Purchase Order for approval first. Some examples are:

These and other examples are available from the Institution's Policies.

What are the advantages of using the online Check Request module?

Speed: Multiple checks can be requested using the Batch Check Request portion. This is all done on one form.

Accountability: Sinai Central will tie the check request directly into the general ledger information available for funds. Fund owners and departments can create their own policies surrounding the approval of a check being cut. This ensures that the right person that is signing off on the request is doing so.

Accuracy:  Sinai Central will not allow the transaction to begin without the required information attached to it.

History: All check requests are saved online. At any time, you can look up the amount and status of previous requests. Supporting details scanned and saved with the request remain with the transaction. Comments and approvals on the request can be reviewed by the user to see what the check "went through" to be approved. 

How does this fit into my work flow?

The work flow for a check request is listed below. Steps 1 - 3 are necessary, but do not need to occur in the order listed; you can begin the form and save it as a draft.

1. Gather the fund number and object code that will be used. Make sure all parties are aware of the transaction.
2. For auditing purposes, most check requests require documentation to be sent to accounts payable for the request to be verified. Gather supporting details (Examples: receipts, invoices, Mount Sinai approved Purchase Order numbers).
3. Instead of filling out a paper check request form, you will fill out and submit a form online.
4. Like all transactions, a check request will go through at least 3 stages of approval (fund owner, departmental, and finance). Some of these stages may occur instantly, depending on the policies set up by your Department and Finance.
5. If there is a discrepancy between the fund types, object codes, or required documentation, Accounts Payable (and/or other business units) will intervene when appropriate.
6. Once all the requirements are satisfied for the transaction and the check request has completed its business, the requester receives an email stating that the check request has been approved and the check will be is issued according to the handling instructions specified.

What do I need start creating an online check request?

To create a check request, you will need:*

• To activate your Sinai Central user account. You may already be using Sinai Central for purchase orders, human resource transactions, or general ledgers. If you've never used Sinai Central, see Activating Your Sinai Central Account.
• The fund and object codes you will use. 

• Some of your time.

* When funds are created, Finance determines how they can be expensed and what object codes are available. These "behaviors" may not allow a check request to be processed with the fund. Prior knowledge of these behaviors by the fund owner(s) and or administrator(s) may save time and effort down the line. An example of funding that "behaves differently" is restricted versus unrestricted funds.

How do I create a check request?

To create a Check Request, see the document Creating a Check Request.