Audit purposes...not neccessary. The bill is the "backup" required for a check issued. Sounds like the management has authorization issues, or have had "coding" or expense allocation issues. The IRS simply requires "sufficient" proof that the expense/deduction is legitimate. Check requests are merely an internal memo detailing who authorized, where the expense is to be allocated, and additional worthless paperwork to have approved filled out entered and filed. Killing trees is nothing compared to all the man hours involved in the long run processing those check requests. If no original receipt /invoice exists, memo's /hand written receipts are good substitutions. Most definitly "old school" administrative and management. Why not have the authorizing authority simply sign and ok the original bill? Then process and file the actual bill with the actual in house check copy? Saves ALOT of man hours, especially if there are MANY bills and invoices. ALos, NEVER pay off of copies or faxes, only ORIGINAL invoices no exceptions, this prevents possible duplicate payment for the same bill if the A/P isn't automated or not handled by the most detailed clerk. Good Luck!
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Submitted 277 days ago...
From Michigan...what is the audit ruling on check requests and what type of checks are they for?
Currently working for a small nonprofit in southwest Detroit and there is an inordinate amount of paperwork in this place...never had to do it like this before. don't know if it is all really necessary. I always thought a check request was only if it was to be made out to an employee...like in reimbursement. Never had to do them for electric, phone bills, etc. before. Management insists they are for any check written. Was hoping it isn't cause it would save a lot of time and trees.
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