Policy Notes: Check Requests ("Other Checks" in iOU)

Other Check requests are initiated in iOU to pay individuals or organizations directly for specified expenditures. (Learn about iOU)

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Primary Policy Sources: Administrative Guide Policy 5.3.6, and Policy 5.3.4

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Approving Check Requests

Employees cannot authorize/approve other check requests for themselves or for a person to whom they report either directly or indirectly.

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Expenditures Paid by "Other Check" Requests

Conference Registration
Payment made on behalf of an individual having an affliation with SU to attend a meeting of professional benefit. Payments cannot include expenses for spouses.

Dues and Subscriptions
Payment made on behalf of an individual to further professional development. This may include costs for materials and membership. Payments cannot include voluntary contributions.

Employee Training
Payment made on behalf of an individual to further professional development. This may include costs for materials and membership.

Gifts (Nominal Gifts)
Recognition must be in the form of tangible personal property. Value should not exceed $50 per employee. Gifts greater than $ 50 will become taxable to the recipient. Gifts / Awards must come from appropriate University funds. (See Administrative Guide Policy 2.2.10)

Gifts (Length-of-Service / Retirement
Recognition must be in the form of tangible personal property. Value should not exceed $400 per employee. Gifts greater than $400 will become taxable to the recipient for the amount over $ 400. Gifts / Awards must come from appropriate University funds. (See Administrative Guide Policy 2.2.10)

Honoraria
A voluntary payment that is given to a person for services for which fees are not contractually or traditionally required. Another example of an honorarium would be payment to a guest lecturer or volunteers to help cover costs for i.e., travel, lodging or preparation time. Submit honorarium payments for faculty, staff and students to Payroll.

Human Subjects
Taxable payments to participants in a study or clinical trial to further research.

Moving and Temporary Living Expenses
Expenses approved in a new employee's offer letter relating to relocation, and/or with locating permanent or temporary housing. This may include payments directly to the employee or made on their behalf to service providers.

Postage
Payment made directly to the U.S. Postal Service for items such as stamps or adding funding to postage meters.

Royalties
Payments initiated by Stanford Press or the Office of Technology Licensing for the rights to use intellectual properties.

Refunds
Payment to a payee to reimburse all or a portion of a payment to the SU

Tuition Grant Program Payments
Payments made to assist eligible employees for their dependent children's undergraduate college education.

Other
Payment for categories where negotiation by Purchasing adds no value. This may include local hotel stays for visitors, entertainment, food, taxes and other governmental fees.

 

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