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Check Request Procedures

Check Request Procedures. How to request a check, card credit increase or expense reimbursement. 1. 2. From the home page, go to the “Create” box Select item needed and click on “Go”. Check Request QuickSheet.

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Check Request Procedures

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  1. Check Request Procedures How to request a check, card credit increase or expense reimbursement. 1 2 • From the home page, go to the “Create” box • Select item needed and click on “Go”

  2. Check Request QuickSheet How to request a check to be mailed from the Service Center. This should only be for purchases that cannot be made on your Purchase Card. Please plan ahead and allow 5-7 business days for check processing. • Type in “Check Request” • 2. Name of vendor • Description of purchase and/or • payment • 4. Total dollar amount of check • Description of purchase and/or • payment • Indicate % of payment to be • allocated to this description line. • Will almost always be 100%. • Complete coding for first two • segments • IMPORTANT: “Check Req. • Approval Group” must always be selected. • IMPORTANT: “Check Request” • must always be selected • IMPORTANT: Please include • the vendor name, vendor • address, and vendor phone • Click “Submit” when finished • For all check requests except personal reimbursement of expenses, please fax the invoice with your Area # to Field Accounting @ 719-381-1758 1 2 3 4 5 6 7 8 10 9 11

  3. Recurring Check Request QuickSheet How to request a check to be mailed from the Service Center for recurring transactions, such as rent. Once requested and approved, these transactions will be made monthly on your behalf by the Service Center with no further action on your part until the end of your lease. This should only be for transactions that cannot be made on your Purchase Card. • Type in “Check Request” • Name of vendor • List how long to pay vendor, end date • 4. Description of purchase and the date the payment is due each month • 5. Total dollar amount of check • 6. Description of purchase and/or • payment • 7. Indicate % of payment to be • allocated to this description line. • Will almost always be 100%. • 8. Complete coding for first two • segments • 9. IMPORTANT: “Check Req. • Approval Group” must always be selected. • 10 IMPORTANT: “Check Request” • must always be selected • 11. IMPORTANT: Please include • the vendor name, vendor • address, and vendor phone • Click “Submit” when finished • Please fax a copy of your lease/rental agreement or contract with your Area # to Field Accounting @ 719-381-1758 2 1 3 4 5 6 7 8 9 11 10 12

  4. Individual/Mileage Reimbursement Request QuickSheet How to request a check reimbursement for an out-of-pocket Young Life expense or mileage driven on your personal vehicle. These requests can be entered and saved daily and then submitted periodically. This should only be for transactions that cannot be made on your Purchase Card. A check will be sent to you from the Service Center. • Type in “Reimbursement” • Date submitted • IMPORTANT: Your name and Payee ID will default here. DO NOT change these defaults – if your name and/or Payee ID do not appear, please contact your Program Administrator. UNLESS YOU ARE ACTING AS A PROXY, THEN TYPE IN PAYEE NAME AND ID FOR PERSON WHOM YOU ARE ENTERING EXPENSES FOR. • IMPORTANT: Is this mileage reimbursement? • a. If yes, select “Staff Mileage“ or “Volunteer Mileage.” Per mile reimbursement rates have been defined in the system • If no, select “Unspecified” • Provide description of reimbursement and date of expense • For mileage reimbursement, indicate # of miles traveled • Indicate amount to be reimbursed. For mileage, the amount is automatically calculated based on per mile reimbursement rate • Complete coding for the first two segments • To add a line/lines, type the # of lines you want in the “Add” box and click “Go” • Click “Save” at any time to save your work and submit it at a later date • Click “Submit” when you are ready to submit the request/requests to the Service Center • The mileage log (YL Form 2618) is to be kept in the local Area office 1 2 3 9 4a 5 7 6 8 4b 11 10

  5. Advance Request QuickSheet Page 1 Use this form for when your card needs a temporary increase in it’s credit limit for functions/events such as camp, capital, banquet, golf, etc. This replaces the request for an advance to your local bank account. • Type in the purpose for your request (i.e. camp advance) • 2. Description of purchase • and/or payment • 3. Total dollar amount • requested • 4. Description of purchase • and/or payment • 5. Indicate % of payment to be • allocated to this description • line. Will almost always be • 100%. • 6. To add a line/lines, type the # of lines you want in the “Add” box and click “Go” • 7. Complete coding for first two • segments • 8. IMPORTANT: Your area • name must always be • selected. • 9. IMPORTANT: Select • “Managed/Semi-managed • Card” to ensure funds will be • added to your card • 10. Provide any additional • comments to justify your • purchase request • 11. Click “Submit” 1 2 3 6 4 5 7 8 9 10 11

  6. Advance Request QuickSheet Page 2 When you want to assign the actual costs you incurred to an advance on your Purchase Card, you will attach the transactions to the credit limit increases. These increases are typically for camp trips, capital, banquet or golf tournaments. This process will help you track what was spent on these events. 1. Click on “Approved – Open” Purchase Requests 1.

  7. Advance Request QuickSheet Page 3 • Click on “Attached Payables.” • Items shown are transactions that you have attached in a previous session to the currently open increase request. • To add transactions, click “Add.” • To remove a transaction from the list of transactions previously selected, click “Remove.” 2. 3. 5. 4.

  8. Advance Request QuickSheet Page 4 • To select a transaction to include in the attached group after you have clicked on add, click the box next to any transactions that apply to the request to select a transaction to include in the group. You can select as many items as needed. • When done, click “Attach”. 6. 7.

  9. Advance Request QuickSheet Page 5 8. When you have finished adding the transactions, if you plan on attaching more transactions at a later time, you can leave the screen. If you are done with the entire amount related to the increase, click close. Please note that when you close a project, any funds remaining from the advance/increase request will automatically be removed from your card’s spending limit. This amount is calculated by taking the amount of the request less the amount of the “attached” transactions. 8.

  10. Advance Request QuickSheet Page 6 • If you want to sign off on all transactions included in the attachment and not sign off on the transactions through the normal sign off process, click box and then “OK.” • If not, just click “OK.” 9. 10.

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