Check request form template
Let staff and volunteers ask accounts payable to pay someone: who, how much, what for, the account to charge and the receipts, with no tax or bank numbers on the form.
17 questions · about 3 min · logic · file upload · e-signature
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What is this payment for?
Make the check payable to
The exact name the bank will see.
Payee’s mailing address
Is this the first time we have paid them?
Amount
Enter a number of 0.01 or more. Up to 2 decimal places.
What is the payment for?
Be specific, especially if you are not sure which account to charge.
Invoice or reference number
Account or budget code to charge
Splitting it? Give each code and its amount.
Invoice, receipts or other support
Required for reimbursements.
Click or drop a file here
PDF, images · up to 10 MB
Needed by
How should the check reach the payee?
What you get back
Every response lands in your results the moment it is sent. Turn on email notifications and each one arrives like this, and the same answers become a row in your spreadsheet.
From PulseFormCreator
Subject New response to Check request
- What is this payment for?
- Paying an invoice or a fee
- Make the check payable to
- Riverside Sound Hire
- Payee’s mailing address
- 42 Mill Road, Portland OR 97214, United States
- Is this the first time we have paid them?
- No
- Amount
- 450
- What is the payment for?
- PA system and four microphones for the spring concert on 14 May.
and 9 more answers
| submitted_at | What is this payment for? | Make the check payable to | Payee’s mailing address | Is this the first time we have paid them? | Amount |
|---|---|---|---|---|---|
| 2026-09-22T09:41:00.000Z | Paying an invoice or a fee | Riverside Sound Hire | 42 Mill Road, Portland OR 97214, United States | No | 450 |
The first 6 of 26 columns. Export to CSV or Excel, or send each response to Google Sheets, Notion, Airtable, Slack or a webhook as it arrives, all on the free plan. The answers above are made up.
What this form asks, and why
The last column shows how many of the 11 real check request forms we read ask the same thing.
| Question | Why it is there | Real forms |
|---|---|---|
| What is this payment for? Required | Sorts the request before anyone reads it, and decides whether receipts are required. | 2 of 11 forms |
| Make the check payable to Required | Asked on 11 of 11 forms, spelled as the bank will see it. | 11 of 11 forms |
| Payee’s mailing address Required | Where a mailed check goes, on 10 of 11 forms. | 10 of 11 forms |
| Is this the first time we have paid them? | A yes, or a prize, shows where the W-9 and any bank details go instead. Outside the US, name your own new-supplier form in its brackets. | 2 of 11 forms |
| Amount Required | Asked on 11 of 11 forms. | 11 of 11 forms |
| What is the payment for? Required | On 10 of 11 forms. A clear purpose lets accounts payable fix a wrong account code. | 10 of 11 forms |
| Invoice or reference number | Optional. Stops the same invoice being paid twice. | 2 of 11 forms |
| Account or budget code to charge Required | On 8 of 11 forms. A split goes in the same box. | 8 of 11 forms |
| Invoice, receipts or other support | Required only for reimbursements. 8 of 11 forms ask for support. | 8 of 11 forms |
| Needed by | For deposits and fees with a deadline. | 2 of 11 forms |
| How should the check reach the payee? Required | Mail or collect, asked on 4 of 11 forms. | 4 of 11 forms |
| Your name Required | Who accounts payable asks about it. | 9 of 11 forms |
| Your email Required | Where the “check issued” note goes. | 1 of 11 forms |
| Department or committee | Filled in from a department’s own link. | 1 of 11 forms |
| Who approves this? Required | So accounts payable knows whose sign-off to get. 10 of 11 forms have an approval line. | 10 of 11 forms |
| Declaration Required | Guards against paying one bill by card and again by check. | Our own recommendation |
| Your signature Required | On 5 of 11 forms. The response records when it was sent. | 5 of 11 forms |
What we left out
- The payee’s Social Security or tax ID number. 3 of 11 forms ask for it. It belongs on a W-9 kept out of the request, which Northern Michigan has sealed in its own envelope.
- The payee’s bank account and routing number. No form we read asks, and a form field is no place for them. For a transfer, accounts payable collects them directly.
- The treasurer’s block. On 4 of 11 forms. The requester cannot fill it, so it stays off their screen.
What 11 real check request forms ask
In September 2026 we read 11 check request forms that organisations use today (US 11) and recorded every field. This is how often each one appears. It is part of the Form Field Index.
The 11 forms we read
- Georgia PTA · parent-teacher association (state office, form for local units), US
- Northern Michigan University · university, US
- Town of Woodside (California) · town government, US
- State Bar of Michigan · professional association, US
- Hampden-Sydney College · college, US
- City University of New York, Office of the University Controller · university system, US
- Katy West Houston Aggie Moms’ Club · parents’ club, US
- Mid Michigan College · community college, US
- HPP Cares · nonprofit, US
- Heidelberg University · university, US
- Western Carolina University · university, US
How the form changes as people answer
Most people see a shorter form. These questions and screens only appear when an answer calls for them.
-
When “Is this the first time we have paid them?” is Yes or “What is this payment for?” is A prize, award or honorarium
shows “A note”
Make it yours
-
Send it to accounts payable
Turn on the Connect tab’s Email me card and add your treasurer or bookkeeper under Also send to.
-
One link per department
Add ?dept=Athletics to the link and the department is already filled in.
-
Keep a check register
Connect Google Sheets and each request becomes a row. Add columns for the check number and date issued.
Questions about this template
What is a check request form?
An internal request for accounts payable to pay someone the organisation already owes, usually with an invoice or receipts attached.
Who should approve a check request?
Someone other than the requester: the budget holder or, in a PTA, the president. Large checks may also need two signatures; at CUNY that starts at $5,000.
Can one request pay several invoices?
Yes, if they are all to the same payee: list the invoice numbers in one box. Each request is one check to one payee, as Mid Michigan College’s form insists.
Can it be used for reimbursements?
Yes. Pick “Staff reimbursement” above the preview: you are the payee, receipts are required and the invoice question goes.
Which form do you need?
The check request form is one of the request forms. If it is not quite the job, one of these may be.
- Requisition form template
To get permission before buying, when nothing is owed yet.
- Travel request form template
To approve a work trip and its costs before it happens.
- Donation request form template
When a charity asks your business for a gift. Once you agree to give money, a check request pays it.
Start with the check request form template
Open it in the editor, add your check-run day and approvers, and share the link with staff.
Updated 22 September 2026. Evidence read September 2026 from 11 real forms.