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Check Request Process

Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Project Managers, AP Team

Purpose​

Establish procedures for requesting non-standard payments including deposits, COD, advances, and emergency payments.

When Check Requests are Used​

Standard Invoice Process:​

  • Normal vendor invoices
  • Follow invoice processing procedure
  • PO matched, coded, approved, paid

Check Request Process:​

  • Deposits required before service
  • COD (cash on delivery) payments
  • Advances to subcontractors
  • Petty cash replenishment
  • Reimbursements
  • Emergency payments
  • One-time vendors
  • Utility deposits

Check Request Requirements​

Required Information:​

  • Payee name and address
  • Amount requested
  • Purpose/description
  • Project/cost code
  • Date needed
  • Supporting documentation
  • Appropriate approvals

Check Request Form​

================================================================
            CHECK REQUEST
================================================================

Date: ______________  Request #: _______________

Requested By: ______________________________________________

================================================================

PAYEE INFORMATION:

Payee Name: ________________________________________________

Address: ___________________________________________________
         ___________________________________________________

================================================================

PAYMENT INFORMATION:

Amount: $___________________________________________________

Purpose: ___________________________________________________
___________________________________________________________

Payment Type:
☐ Deposit        ☐ COD
☐ Advance        ☐ Reimbursement
☐ One-time       ☐ Emergency
☐ Other: __________________________________________________

================================================================

CODING:

| Project | Cost Code | Amount |
|---------|-----------|--------|
|         |           |        |
|         |           |        |
| TOTAL   |           |        |

================================================================

DATE NEEDED: ________________________________________________

DELIVERY:
☐ Mail to payee
☐ Pickup by: _______________________________________________
☐ Overnight to: ____________________________________________
☐ Wire transfer (complete wire info below)

Wire Info (if applicable):
Bank: _____________________________________________________
Routing #: ________________________________________________
Account #: ________________________________________________

================================================================

DOCUMENTATION ATTACHED:
☐ Quote/estimate
☐ Contract/agreement
☐ Receipt
☐ Invoice
☐ W-9 (new payee)
☐ Other: __________________________________________________

================================================================

APPROVALS:

Requested By: _______________________  Date: ________________

Approved By: ________________________  Date: ________________
(Per approval matrix)

================================================================

AP USE ONLY:

Check #: ____________________  Date Issued: ________________

Entered By: __________________  Date: ______________________

================================================================

Approval Matrix​

By Dollar Amount:​

AmountApprover
$0 - $1,000Project Manager
$1,001 - $5,000Operations Manager
$5,001 - $25,000CFO
$25,001+CEO/Owner

Special Approvals:​

TypeAdditional Approval
Advances to subsCFO (any amount)
Non-project expensesDepartment head + CFO
Emergency paymentsCFO (verbal OK, document)

Processing Timeline​

Standard Processing:​

  • Submit by Wednesday
  • Processed in Friday check run
  • Available Friday/Monday

Rush Processing:​

  • Submit by noon
  • Same day processing
  • Additional approval required
  • Reserve for true emergencies

Deposit Payments​

Requirements:​

  • Quote or contract showing deposit requirement
  • Verify deposit is reasonable
  • Project manager approval
  • Document expected delivery/service

Tracking:​

  • Log deposit amounts
  • Track against final invoice
  • Ensure credit applied

Advances to Subcontractors​

Requirements:​

  • Written request from subcontractor
  • Justification for advance
  • Approval by PM and executive
  • Documented recovery plan

Controls:​

  • Reduce from next payment
  • Document on pay app
  • Limit exposure
  • Consider alternatives

When to Consider:​

  • Mobilization on large scope
  • Material purchases
  • Legitimate cash flow need
  • Strong relationship/performance

When to Decline:​

  • Already behind on payments
  • Performance issues
  • Unusual circumstances
  • No clear recovery plan

Emergency Payments​

Definition:​

Payment needed outside normal cycle due to urgent business need.

Examples:​

  • COD delivery critical to schedule
  • Permit fee required same day
  • Equipment repair to avoid delay

Process:​

  1. Contact AP/accounting
  2. Explain urgency
  3. Obtain verbal approval (executive)
  4. Process payment
  5. Document after the fact

One-Time Vendors​

Requirements:​

  • W-9 before payment
  • Verify legitimacy
  • Complete payee information
  • Document business purpose

Cautions:​

  • Avoid cash payments
  • Document thoroughly
  • Consider 1099 implications
  • One-time vendors become regular? → Set up properly
  • Invoice Processing
  • Vendor Setup
  • Purchase Order Process
  • Expense Reimbursement

Template provided by support.construction. Control non-standard payments.