*Beginning December 18th, 2025, the last check run for each calendar year will be the last full week prior to the start of Holiday Break.*

Requesting a Check

To request a check, please complete the Check Request Form. Employees may not approve their own check requests, and the employee’s supervisor must sign the check request or travel reimbursement form before sending it to Accounts Payable. Travel reimbursements should be on the Travel Reimbursement Form and not a check request.  Please include a copy of the registration form when submitting a travel reimbursement for a conference. If you have any questions, please contact Jennifer Matteo (336)278-6960 or Julie Whitaker (336)278-5267.

Processing and Submitting Check Requests

The Accounts Payable department typically processes checks for payment on Tuesdays and Thursdays of each week but may revise the hours due to holidays, university closing, and staffing.

Please specify the date needed on the request so our staff can be mindful of your timeline. Always include social security numbers, vendor or University ID numbers, and addresses, as they are extremely important for reporting purposes and for identifying the correct vendor.

All check requests for NEW vendors should include a completed Vendor Set-Up Form. 

The vendor name determines which Accounts Payable Analyst will process the payment. Vendor names beginning with A through L are processed by Jennifer Matteo, and M through Z are processed by Julie Whitaker.

Purchase Request

All purchases over $2,500.00 require a Purchase Request so they can be made into a Purchase Order. Check requests are for any purchases under $2,500.00

To Learn more about Purchase Requests, click here.

Travel Reimbursement Policy: Frequent Flyer Miles & Reward Points

Policy Statement

The university does not provide reimbursement for purchases made using frequent flyer miles, reward points, or similar non-monetary currency.

Rationale

  • No Out-of-Pocket Expense Incurred: Reimbursement is designed to cover actual financial costs incurred by employees. When travel is booked with points or miles, there is no monetary transactions, and therefore no reimbursable expense.
  • Auditing & Accountability: For financial compliance and audit accuracy, all reimbursed expenses must be documented with proof of payment. Frequent flyer miles and points do not provide a transactional receipt that reflects real cost.
  • IRS & Regulatory Guidelines: According to IRS rules and commonly accepted accounting principles, reimbursements must relate to tangible expenses. Non-cash transactions, such as mileage redemption, fall outside these parameters.
  • Equity & Fairness: Employees may accumulate miles or points through personal means or past travel. Reimbursing such redemptions could inadvertently favor those with access to specific rewards programs, creating inconsistencies across departments.
  • University Resources: Institutional funds are allocated to support mission-critical activities transparently and responsibly. Reimbursing points-based purchases would compromise that objective.