How to Issue or Request a Check (Compliance)

Assigned To: Sarah Dungan, Dan Tietz, Jessica Myers, Carly Cavagnoli, Kevin Farmer, Mike Seyffert

Category: Finance & Compliance

Department: Compliance, Finance

SOP Rule: Trigger

Status: Approved and Implemented

Purpose

Defines the process for requesting and issuing checks to ensure accurate financial tracking, timely payments, and compliance with financial policies.

Scope

Applies to all check requests including student refunds handled by Compliance and Finance teams.

Trigger

• Need to issue a check for refund, payment, or compliance-related disbursement

Process Overview

1. Submit Check Request (Compliance)

• Access Smartsheet "Check Requests"
• Complete required request fields including:
  • Company account
  • Recipient name
  • Amount
  • School/location code
  • Reason for payment
  • Memo details
  • Need-by date
  • Additional notes

2. Finance Processing

• Review submitted request
• Assign invoice number
• Enter request into Bill.com
• Approve and schedule payment
• Follow processing schedule (Tuesdays and Fridays)

3. Check Issuance

• Ensure check is processed before required deadline
• Confirm expected delivery date

4. Receipt and Tracking (Compliance)

• Record check receipt date in Smartsheet
• Organize records for tracking and audit purposes

Key Rules

• All required fields must be completed before submission
• Invoice numbers should be tracked carefully
• Checks must meet required delivery deadlines
• Maintain accurate records for compliance and auditing

Completion Criteria

• Check request submitted and approved
• Payment processed via Bill.com
• Check received and recorded
• Records organized and updated

Tools and Systems

• Smartsheet (Check Requests tracking)
• Bill.com (Payment processing)
• Google Docs (Supporting documentation)

Revision History

• Version 1: 03/26/2025
• Version 2: TBD
• Version 3: TBD