Access the Yale
University Tax Department website to determine the additional
paperwork required. Depending on the payee's visa type, there
are different requirements for documentation.
Specify the payee's country of permanent residence, and answer
the two questions in the box designated for non-US citizens.
Attach a photocopy of the payee's I-94 (white card attached
to the individual’s passport) to the Check Request form.
Fill in the payee’s Social Security Number or Taxpayer
Identification Number (non-individuals). If the Check Request
includes a taxable income payment (honorarium, fellowship/scholarship,
prize/award), the individual must have an Individual Taxpayer
Identification Number (ITIN) or complete an application for one
(Form W-7 above).
Fill in today’s date in Oracle date format: 2-digit day
-- 3-letter month -- 4-digit year, i.e. 23-NOV-2000.
If the Check Request is for travel and a Yale Travel Requisition
was used to reserve transportation, please fill in the TR number.
If the Check Request is for a travel reimbursement, fill in
the travel dates. NOTE: A separate Check Request should be completed
for each trip.
Fill in the payee’s Last Name, First Name and Middle Initial
or Vendor Name, and the Payment Mailing Address. If the form includes
payment for services, honorarium or any other taxable income,
the Tax Reporting Address is required.
Select a Vendor Type and Type of Organization.
Do not select any special handling unless absolutely necessary
as it will delay the delivery of the check.
Describe the purpose of the reimbursement or expense in the
Business Purpose/Explanation box. If the reimbursement includes
a business meal, include a complete list of attendees.
List the reimbursement items and the amounts. Fill in the appropriate
PTAEO. NOTE: Please leave the Expenditure Type blank.
Fill in your name, phone number and e-mail address.
Sign the Check Request form.
Tape all original receipts to scrap paper.
Submit the form and original receipts to the Business Office.
NOTE: The Office of Student Affairs must authorize all student
club reimbursements before submission to the Business Office.
mba.yale.edu
