Online Check Request
Detailed Instructions

University Hospital Accounts Payable Department

1. Disposition of forms:
1. Print the original and make a copy.
2. Keep one copy for your records.
3. Mail a copy to:

University of Utah Hospital
Accounts Payable Department
Ambassador Bldg.
127 South 500 East, #200
Salt Lake City, UT 84102


2. Restrictions and requirements on the use of check requests:
1. CHECK REQUESTS are NOT intended to be used in lieu of, or as a substitute for, CAMPUS ORDERS, PURCHASE REQUISITIONS, or PAYROLL FORMS. Any such substitution will be rejected by Accounts Payable and returned to the requesting department.
   The use of check requests will be limited to the following:
• ALL CHECK REQUESTS MUST BE APPROVED BY AN ASSOCIATE ADMINISTRATOR OR HOSPITAL ADMINISTRATOR.
• ALL MEMBERSHIP DUES MUST BE APPROVED BY THE HOSPITAL ADMINISTRATOR.
1. Out of pocket expenses that require reimbursement are restricted exclusively to those small business expenses for which a purchase order or requisition would not have been issued (similar to "petty cash" refunds of out-of-pocket expenses). All original documentation for the disbursement, such as cash receipts, cash tickets, etc. must be attached.


2. Advance payments for services that require prepayment prior to receiving the service, such as subscriptions, publications, membership dues, registration fees for seminars, and licensure fees. Attach the completed subscription, registration or order form to the check request. Registration fees that include meals, lodging or other expenses normally reimbursed as travel expenses should be handled through the Travel Department.


3. If you are prepaying for an item and do not have an order form or available documentation, please prepare a backup letter to be sent to the vendor stating what you want, who is ordering, and where you want the items sent. Please attach the letter and a pre-addressed envelope to the check request.


4. Consultant fees for paying an individual or organization to provide professional or technical advice to the Hospital. A completed CONSULTANT, CONTRACTOR/PROFESSIONAL SERVICES AGREEMENT FORM and an invoice from the consultant must be attached to each request for payment.


5. Independent Contractor payments for performance of work at an agreed price or rate. A contractor defers from a consultant in that a contractor is normally paid to complete a specific task while a consultant is generally paid for advice. A completed CONSULTANT, CONTRACTOR/PROFESSIONAL SERVICES AGREEMENT FORM and an invoice from the contractor must be attached to each request for payment.
6. If an invoice from the consultant/contractor is not available, provide a letter stating the contracted rate of pay, total amount due, and the time period covered by the payment. Attach the letter and a completed CONSULTANT, CONTRACTOR/PROFESSIONAL SERVICES AGREEMENT to the check request.
7. A person cannot request a check be made payable to himself without the counter signature of their immediate supervisor. Supporting documentation must be attached.
8. Guest Lectures/Performers Fees for paying an individiual or organization to lecture or perform. Must be supported by a completed Guest Lecture/Performers Form.
9. Honorarium payments for paying an individual or organization in recognition of gratuitous services or outstanding achievement for which neither the Hospital nor the recipient has set a fixed price.

Non-Resident ONLINE CHECK REQUEST INSTRUCTIONS

If the Non Resident Information is not complete, the check request will be returned, resulting in unnecessary delays.

The University Hospital must report all payments to non-resident aliens to the IRS. This includes personal service payments and scholarships.

Payments to non-resident aliens will be subject to tax withholding unless exempted pursuant to a tax treaty between their country of residence and the United States.

CLAIMING EXEMPTIONS: If the payment is exempted by tax treaty, non-resident alien must provide the University Hospital with a completed IRS form 8233 or 1001. (Forms may be obtained from Tax Services in 408 Park Building).

PROCESSING TIME: To allow for sufficient processing time and to adhere to the 10-day waiting period required by the IRS, a completed and signed form 8233 and applicable statements must be in the office of Tax Services three weeks prior to the date payment is due.

INSTRUCTIONS:

1. Call Tax Services at 581-5414 for information regarding tax provisions for non-resident aliens.
2. 1. Complete form 8233 or 1001, if applicable.
   2. Attach the following:
   1. copy of I-94 form (front & back)
   2. copy of visa
   3. copy of social security card or application for social security number
   3. Submit completed Check Request and form 8233 or 10012 (if applicable) with all required items (see Section B@ above) to Accounts Payable, Suite 200, Ambassador Building.

TAXES WITHHELD: 
IN THE EVENT THAT THE NON-RESIDENT ALIEN
(1) does not choose to file form 8233 and/or 1001 or
(2) does not qualify for exemption, 30% of the proposed personal services payment, or 14% for scholarship payments WILL BE WITHHELD and remitted to the Internal Revenue Service.