Check Requests

• BCTC adheres to KCTCS B.P. 3.2 Check Requests.

A check request may be used when requesting payments for authorized goods or services that were not ordered through the normal purchase requisition process or on a KCTCS ProCard.

When submitting a check request for payment, a Check Request (BA1) and BA8 must be completed and forwarded to Amy Spears at the Leestown Campus. It will then be processed and forwarded on to KCTCS for payment.

Please keep in mind that KCTCS needs the request no less than 10 days prior to requiring the check.

Form Requirements

• Vendor name and remit address
• EIN or SSN
• PeopleSoft Vendor ID
• Substitute W-9 form for new vendors - a ticket should be submitted in Parature
• Requester and requester phone number
• Date requested
• Written explanation and a bona fide business purpose in the description section 
• Valid budget chart string
• Original invoice must be attached

Allowable Goods and Services - No Dollar Limit

• Student Finanical Aid (Requires prior approval of the KCTCS System Director of Finanical Aid)
• Student Refunds (Requires prior approval of the KCTCS Director of Treasury Operations)
• Catalog Library Materials
• Utilities (Utilities are recommended to be paid via bank draft or ProCard. This includes regualar telephone, pagers, and cell phone bills)
• Accreditation Fees
• Advertising 
• Dues *
• Fuel credit card
• Membership fees *
• Subscriptions *
• Registration Fees * (Must be charged to 50111, 50121, 50122, or 50131)
• Reimbursement of Imprest Cash Accounts (requires documentation described in KCTCS BP 3.6)
• Honorariums (see BP 3.15)
• Payments to research subjects (see BP 3.6)
• Catering Services ** (including working meals and meeting meals)
• Meeting Rooms and Refreshments ** 
• Postage *
• Student accommodations * (pre-payment requires KCTCS Director of Business Services prior approval)

* A procard should be used to pay for these goods and services. If a check request is submitted for one of these commodities, the requester must indicate on the check request that the vendor will not accept the procurement card.

** A Level III procard may be used for these services if permitted by BP 4.2.1.E

For payments of service or maintenance a KCTCS requisition is the primary method of payment.  Exception may be allowed using a procard if prior approval is granted by KCTCS Purchasing.  For instructions on commodities not listed above, see BP 4.3. 

When submitting a check request for meeting rooms, meals, and refreshments, Form BA50 needs to be attached. Meals require "sign in sheet", not just a list of attendees.  For addtional information regarding the BA50, see the instruction sheet , BP 1.13 and BP 1.14.