Process for Check Requests

In order to receive a check from the Yearly Meeting, the appropriate Council or sub-structure must complete a Check Request Form. It includes the following elements:

• Payee Information: Always list legal name (no nicknames), current address, date, and description of payment.
• Provide Council or approved substructure information
• Attach invoice(s) or receipts clearly labeling and describing the purpose for the payment. Scanned receipts and invoices are acceptable.
• All check requests, except for materials and travel reimbursements, must be accompanied by a minute authorizing the expenditure.
• All payments to independent contractors must be accompanied by both a minute authorizing the expenditure AND a full executed independent contractor agreement that predates the start of services.
• All requests for payments to grant recipients must be accompanied by a Granting Committee minute.
• Requests for payment must be approved by the Clerk. Approvals may be electronic, and forwarded electronically with all supporting documents to the Controller by the Clerk.

Which groups can reimburse expenses (not including travel expenses) with a Check Request?
Available to: Councils
Council must give prior approval to: Collaboratives, Committees
Not available to: Resource Friends, Sprints, Bridge Contacts, Appointed Representatives

Which groups can reimburse travel expenses with a Check Request?
Available to: Councils
Council must give prior approval to: Collaboratives, Sprints, Committees
Not available to: Resource Friends, Bridge Contacts, Appointed Representatives