Follow these steps to complete an expense reimbursement request using the Check Request form:
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In a web browser, navigate to the Check Request form URL provided by your system administrator. If the Mult-Company feature is enabled, the Select Customer and Company page is displayed.
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Select the appropriate company for processing, and click Next. The primary information page is displayed.
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Enter the information for the reimbursement request you are making. Fields marked with an asterisk (*) are required fields.
Field
Description
Vendor Number
May be manually entered or searched using the binoculars button next to the field. If vendor number is manually entered, the system does not validate the vendor ID entered. If you search for a vendor number, the data is validated against the Costpoint Vendor Master. Searches may be performed by vendor ID or vendor name.
Invoice Number*
The invoice number associated with the check request. This field is manually entered and not validated against Costpoint.
Invoice Date*
Use the calendar button to select the appropriate invoice date.
Invoice Amount*
Manually enter the amount for the reimbursement request.
Currency Code
If the check request is in a U.S. currency, this step is not required. Select this check box if the check request is in a non-U.S. currency. The Select Currency page is displayed, requiring additional information.
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Select the Transaction Currency from the drop-down list.
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Select the Rate Group for the currency from the drop-down list.
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Select the Rate Date for which to calculate the exchange rate.
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Click the Calculate Exchange button. The currency exchange is calculated and validated against Costpoint.
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Click OK to save the values and return to the primary information page.
Credit Invoice?
Select this check box if the request is a credit request.
Employee Number*
Enter the employee number of the employee requesting the check. The employee number must be a valid employee ID within Costpoint.
Email Address*
The employee's email address is automatically populated when the Employee Number is entered. You can also manually enter an email address.
Phone*
Enter the contact phone number for the employee requesting the check. The phone number must be in xxx-xxx-xxxx format.
Project Number
Enter the project number being expensed for the check request, or use the binoculars button to look up the project number. The project number must be a valid project ID within Costpoint. This project ID is also used for approval routing.
Unallowable
Select this check box if the expense incurred for this project is an allowable expense for the billable contract.
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Click Next when all the necessary information has been entered. The next page of the form is displayed.
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Enter the necessary information. Fields marked with an asterisk (*) are required fields.
Field
Description
Does the request need to be expedited?
Select this check box to indicate that the check request must be rushed.
Due Date
Enter or select the date that the payment is due.
Short Description for Payment Advise
Enter a short description of the expense.
Expense Type*
Select an expense type to use for reporting purposes from the preset drop-down list.
Reason for Disbursement*
Enter a note describing the reason for the expense.
Classified/Restricted/Controlled Location
If there is a classified location for supporting documents for this request, enter the location.
New Vendors require a completed V9
Select the check box for Yes or leave blank for No.
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Depending on your configuration, this page may be the final page of information to enter before submitting.
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Click Submit to submit the check request. The confirmation page is displayed, which also allows you to upload any attachments for the check request. See Uploading Attachments for a Check Request.
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Click Next to proceed to the next page of the Check Request form. The method of payment page is displayed.
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Enter the necessary information.
Field
Description
Yes, I have explored all other methods of payment
Select this check box to confirm that you have explored all other methods of payment before submitting this check request.
Select method of payment
Select the appropriate radio button for the method of payment for the reimbursement.
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Wire Transfer and Foreign Bank Draft Request (Form 565) and Tax Payments
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EFT Form C-625 required for initial vendor setup
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Check
Special Handling
Select this check box if the check request requires special handling.
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Click Submit when all the necessary information has been entered. The confirmation page is displayed, which also allows you to upload any attachments for the check request. See Uploading Attachments for a Check Request.
