Policy Notes: Check Requests ("Other Checks" in iOU)
Other Check requests are initiated to pay individuals or organizations directly for specified expenditures.
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Primary Policy Sources: Administrative Guide Memo 36.5, 57.1 and iOU User Guide [link]
Approving Check Requests
Employees cannot authorize/approve other check requests for themselves or for a person to whom they report either directly or indirectly.
Expenditures Paid by "Other Check" Requests
Conference registration
Payment made directly to a conference. Payments cannot include expenses for spouses.
Dues and subscriptions
Payment made directly to an organization for publications or dues for professional organizations related to university business. Payments cannot include voluntary contributions.
Employee Training
Payment made directly to an organization for an employee’s training. This may include actual training or materials necessary for the training.
Gifts
Direct payment for purchase of a gift (tangible personal property) related to university business. Gifts that do not comply with university policy for years of service or retirement, and that are valued at more than $50, are tax reportable. Retirement or length of service gifts should be tangible personal property with a maximum value of $400.
Honoraria
Direct payment made to visitors for speaking. Honoraria payments to Stanford faculty, staff or students should be submitted to Payroll, and cannot be paid through the Other Checks module in iOU.
Human Subjects
Direct payment to human subjects. All human subject payments are considered income to the recipient.
Moving and Temporary Living Expenses
Direct payment of interview or moving expenses related to hiring a new employee. This may include payments to moving companies, hotels or apartment landlords. An offer letter must be sent outlining what will be paid.
Postage
Payment made directly to the US Postal Service for items such as stamps or adding funding to postage meters.
RoyaltiesDirect payment to recipients of royalties from Stanford Press and Office of Technology Licensing.
Refunds
Payment made directly to a payee to refund all or a portion of a payment to the University.
Tuition Grant Program Payments
Payments made to pay tuition for the children of SU employees.
Other
Payment for items eligible for payment but not covered by any other category. This may include local hotel stays for visitors, campus event catering, and Faculty Club.