There are a number of items that should be paid via a check request in the SAP Ariba system. The following should be completed as a check request for non-confidential check payments:

• Honoraria
• Licenses
• Awards and prizes
• Non-employee reimbursements
• Employee reimbursements (non-travel related)
• Payments for foreign suppliers in a foreign currency (must include a current conversion which will be updated when Treasury makes the payment)

While Drexel’s fillable Check Request Form [PDF] still exists outside of SAP Ariba, it should only be used for highly confidential payments.

Once you have determined that a non-confidential check request is the appropriate form for payment, select the Check Request Form in SAP Ariba. Refer to the Check Request Guide [PDF] for further assistance.

Additionally, you can use a check request through SAP Ariba when there is not a standard invoice and when the supplier does not accept a P-Card payment. This is sometimes the case with licensing agencies, conference sponsors, and journal publishers. If the supplier does accept P-Card and the transaction is within your transaction limits and compliant with P-Card Policy, the P-Card should be used for payment.

If the supplier is not incorporated and they are providing any service on U.S. soil, a tax determination will be required. Please refer to the Office of Tax Compliance website.

A check request should not be used for consulting services or independent contractor payments as these types of purchases should be completed on a non-catalog order form in SAP Ariba.

If you have an invoice in hand for goods or services that have already been provided without an established purchase order, do not submit the invoice for check request payment: the correct form to use for these payments is the Confirming Order form in SAP Ariba. Please refer to the Confirming Order Guide [PDF] for further details.