Check request form template

Let staff and PTA volunteers ask accounts payable or the treasurer to pay someone: who, how much, what for, the budget code and receipts, with no tax or bank numbers.

Use this template

Preview · answers aren’t saved

Page 1 of 2

What is this payment for? (required)

Make the check payable to (required)

The exact name the bank will see.

Payee’s mailing address (required)

Street address (required)

Apt, suite, unit (optional)

City (required)

State (optional)

ZIP code

Is this the first time we have paid them?

Amount (required)

Enter a number of 0.01 or more. Up to 2 decimal places.

What is the payment for? (required)

Be specific, especially if you are not sure which account to charge.

Invoice or reference number

Account or budget code to charge (required)

Split across two codes?

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? (required)

20 questions · about 3 min · logic · file upload · signature

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Print it as a PDF Word version

Change the questions in Word, then print.

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 Rental
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 band concert on 18 September.

and 10 more answers

A sample email with made-up 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
23 Sep 2026 09:41	Paying an invoice or a fee	Riverside Sound Rental	42 Mill Road, Portland OR 97214, United States	No	450

Export to CSV or Excel, or send responses to Google Sheets, Notion, Airtable, Slack or a webhook. All free.

What happens after someone submits

Set it up once in the Workflows tab, and no check is written without a yes.

Submitted
A request comes in Pro

It waits for the approver, who approves or rejects it from their inbox.
It is approved

The treasurer gets an email with a PDF of the request attached, ready to file with the check stub.
At the end of the month

Export the month’s requests to CSV or Excel for the books, with every amount and code in its own column.

Set this up when you use the template

What this form asks, and why

A check request form should say who the check is payable to and where it goes, the amount, what it pays for, the account or budget code, and who approves it, with the invoice or receipts attached. The payee’s tax number and bank details stay off it.

The last column shows how often real check request forms ask for it.

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. For a split, the next question opens a second code.	8 of 11 forms
Split across two codes?	A yes opens a second code and amount.	8 of 11 forms
Second account or budget code Required Only when “Split across two codes?” is Yes	Shown after a yes. The rest of the check stays on the first code.	8 of 11 forms
Amount for the second code Required Only when “Split across two codes?” is Yes	Only the second code’s share, so nobody has to do the subtraction.	11 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. A form field is no place for them. For a transfer, accounts payable collects them directly.
The treasurer’s block on screen. On 4 of 11 forms. The requester cannot fill it, so it prints on the PDF only.

What 11 real check request forms ask

How many include each field, from forms organizations use today. Part of the Form Field Index.

Amount of the check 11 of 11
Who the check is payable to 11 of 11
Approver’s signature 10 of 11
Payee’s mailing address 10 of 11
What the payment is for 10 of 11
Requester’s name 9 of 11
Account or budget code 8 of 11
Date of the request 8 of 11

Read September 2026 · US 11 · Sources

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 “Please ask the payee to send a W-9 to accounts payable directly…”
When “Split across two codes?” is Yes

shows “Second account or budget code” and “Amount for the second code”

Make it yours

Put your check-run day at the top

Replace the day and cut-off in the first note, so anyone who misses it knows to wait a week.
One link per department

Add ?dept=Athletics to the link and the department is already filled in.
Require receipts for everything

Receipts are required only for reimbursements. To ask for them every time, make the upload required and delete the “Reimbursements need receipts” rule.

Questions about this template

What is a check request form?

An internal request for accounts payable to pay someone the organization 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.

Does the printed version have a treasurer’s section?

Yes. The one-page PDF ends with a treasurer’s box: approved by, check number, date issued, budget line and amount paid.

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?

Not quite the job? One of these may fit, or browse all request forms.

Purchase request form
To get permission before buying, when nothing is owed yet.
Employee travel request form
To approve a work trip and its costs before it happens.
Business donation request form
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 approvers and budget codes, and share the link with staff and volunteers.