Check Request Procedure Policy

Delegation - Each department must request authorization to use the Check Request Procedure. The Check Request Authorization form is available by calling 2110. The Chairman, Dean, or Director may delegate this authorization to specified departmental personnel. Each individual so authorized to use the procedure must be held accountable for unauthorized purchases or improper practices. Repeated misuse of the procedure may result in withdrawal of the Check Request Procedure delegation from the Department. See ASU RESOURCE MANUAL, Purchasing, Policy 24.

Purpose of Procedure - The Check Request Procedure may be used to facilitate departmental procurement of domestic supplies and/or materials required from off campus sources.

The Check Request Procedure cannot be used for the following:

Restrictions on Use -

• Orders $1,500 or more (including tax, delivery, and costs to place the item into operation). Orders may not be split to avoid this threshold.
• Food, Beverages and Flowers
• Contracted Personal Services.
• Research Gases/Radioactive Materials
• Purchases from Overseas Vendors
• Advertising
• Items carried in University Warehouse. These items must be ordered from the warehouse. Items carried by the warehouse are available through Gopher/ASU Policies and Procedures/Warehouse.
• Reoccurring monthly charges (phone, internet, copier charges, etc.)
• Any items listed on State Term Contracts must be purchased from a State Contract Vendor. This information is available by:

Accessing State Contracts

From the Appalachian State University home page:

• Click on: faculty/staff resources
• Under Computing & Technology, click on: State Purchase and Contracts
• Under Term Contracts, select: Term Contracts and Awarded Vendors
• Select the appropriate search option to locate the contract you are seeking.

This information is also available on the Internet at 1. You may call the Purchasing Office for guidance.

• Prepaids must be handled through the Purchasing Department.
• First aid supplies approved by Safety Office.

The Controller's Office is charged with oversight of the Check Request Procedure to ensure compliance with University policies and State purchasing laws and regulations.

A feedback memo will be sent on each Check Request which does not appear to be in full compliance. Replies to these inquiries are needed to support the University's files for audit purposes.

Repetitive non-compliances will be referred to the appropriate Department Head.

• Purchases from the University Bookstore - The procurement form should be used as authorization for the Bookstore to charge purchases to the departments.

Additional Information - Reference: ASU Resource Manual Purchasing Section and Accounting Section

Last modified 04/15/2009 11:13:07 AM by Matt McNaney