• Request for Check or Cash Reimbursement Form
• Missing Receipt Form

1. Date: Enter date of request.
2. Payment Due Date: Enter date check to be issued. (Normally checks are processed on Tuesdays and Fridays of each week.)
3. Make Payable To: Indicate the name of individual or vendor.
4. Bucknell ID (BU ID) / Social Security Number (SSN) / Individual Tax Identification Number (ITIN): If payment is requested for an individual, please use the 8 digit BU ID number when completing a check request for any faculty, staff or student. For all other individuals, please provide the SSN or ITIN for payments that are subject to tax reporting.
5. Citizenship of Payee: If the payee is a US citizen or US Entity, please check appropriate box. Form W-9 must be completed by the payee and returned to Accounts Payable before any future payments will be processed. If the Payee is a Non-US citizen or Non US Entity, please refer to Payments to Non-US Citizens Policy for more information and the appropriate forms to complete the request. Allow at least a week advance time for processing since no payments will be issued to a Non-US citizen/entity until all required forms have been completed and returned to the Finance Office.
   
   The University will not reimburse anyone who pays a foreign visitor with his/her own funds. All requests for payments to foreign visitors must be submitted as described in the "Payments to Non-US Citizens Policy" and paid directly to the foreign visitor.
   
   
6. Payment for Services Performed: If the payment is to a nonresident alien, please indicate if the services were provided in the United States or in another country. If the services were provided outside of the U.S., no additional citizenship information is required to process the payment. This information is not required if the payment is for purchase of goods. Explain the type of purchase in the Explanation of Expenditure section below.
7. Address:
   a. If the payee is an independent contractor, please provide the individual's permanent home address.
   b. If the payee is an employee, please provide the campus mailing address.
8. Explanation of Expenditure: Provide explanation of the expenditure. For example: guest lecture fee at 'name of event' on Monday, October 1, 2001; reimbursement for class materials; subscription to Wall Street Journal, etc.
   a. For all requests for reimbursement of expenses, original receipts must be attached for all expenses over $25. If the receipt has been lost or misplaced, please provide written details of expense or complete the Missing Receipt Form. Attach the form and/or duplicate receipts.
   b. If paying an independent contractor, speaker, lecturer, etc. and the payment includes reimbursement for meals, lodging and transportation, please list the fee and the expenses separately. If original receipts for those travel expenses are not provided, the reimbursement will be considered a fee and will be reported as earned income on IRS Form 1099-MISC or Form 1042-S.
9. FOAPAL to Charge: Enter the accounting for the request: Fund/Orgn, Fund/Orgn Name, Account Code, Activity Code (optional) and amount. If the payment is split between multiple budgets, enter the appropriate accounting and amounts for each.
10. Amount of Check: The total amount of the request will default from the FOAPAL to Charge Amount fields.
11. Signed and Approval: The request must have the authorized signature for the budget. If the payee is the authorized signer for the budget, the payee's supervisor should be the approver for the Check Request.

phone: 570-577-1138
Bucknell University, Lewisburg, PA 17837
© Bucknell University 2001
www.bucknell.edu
last updated: 6/16/04
contact: finance@bucknell.edu