Can a requisition be signed electronically?

Yes. Electronic signatures meeting ESIGN Act standards (intent, consent, attribution, retention) and UETA where adopted are generally legally valid. Ensure your platform captures an audit trail and any consumer consent disclosures when required.

Who must sign the worksheet?

Signatories typically include the requestor, the budget approver, and a finance approver. Authority thresholds should be defined by company policy so the correct combination of signers is enforced for each dollar range.

What supporting documents are required?

Attach the vendor invoice, purchase order or contract, and any expense receipts. Missing documentation commonly causes routing delays or rejection by accounts payable.

What happens if a payee name is wrong?

Incorrect payee names can cause returned checks, bank holds, or failed ACH. Verify the name against vendor W-9 or bank instructions before submission to avoid delays and reissuance fees.

Are notarization or witnesses ever required?

Not typically for ordinary vendor payments. Notarization or witnesses may be required for certain authority documents or for specific vendor agreements; consult legal or state requirements if unsure.

How long must requisitions be retained?

Retain for a minimum of three years to satisfy IRS recordkeeping (IRC §6501(a)), longer where industry rules or state law require it. Follow finance retention policy and preserve records during any audit hold.

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Check Requisition Worksheet

Check Requisition Worksheet

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

What the Check Requisition Worksheet Is

A Check Requisition Worksheet is an internal finance form used to request issuance of a company check or electronic payment. It documents payee details, the payment amount, accounting codes, the business purpose, and required approvals before treasury or accounts payable issues funds. Organizations use it to centralize payment requests, maintain audit trails, and ensure authorization controls. The worksheet typically accompanies invoices, contracts, or expense documentation and becomes part of the finance record for reconciliation, audit, and retention purposes.

Why a Standardized Worksheet Matters

A consistent Check Requisition Worksheet reduces payment errors, speeds approvals, and preserves a clear audit trail for internal controls and external audits. It helps enforce segregation of duties, links expenditures to budget lines, and provides supporting documentation for tax and compliance reviews.

Who Prepares and Reviews This Worksheet

Clear role separation prevents unauthorized payments and accelerates processing while creating a dependable record for audits and reconciliations.

Requesting staff: department personnel or project owners who identify the need and attach the invoice or supporting documents.
Approving managers: budget holders or cost-center managers who verify business purpose and available funds before approval.
Accounts Payable/Treasury: finance staff who validate bank details, process the check, and update the general ledger.

Essential Elements of a Professional Worksheet

A complete Check Requisition Worksheet contains standardized fields and attachments so approvers and accounting can act without follow-up.

Payee

Full legal payee name and address exactly as shown on bank or tax records to avoid misdirection or tax withholding triggers.

Payment Amount

Numeric amount and written amount fields plus currency designation to prevent transcription errors and reconcile to invoices.

Payment Reason

Concise business purpose and PO or contract reference to justify the expense and tie it to budget or project codes.

Accounting Codes

General ledger account, cost center, and project code entries required for accurate posting and month-end close.

Supporting Docs

Attach invoice, contract, expense report, or receipt; missing documentation delays approval and may trigger audit questions.

Authorization

Designated approver name, title, signature block, and date — indicates proper authority and maintains segregation of duties.

Required Data Fields at a Glance

Payee Name: Exact legal name

Payee Address: Street, city, state, ZIP

TIN: SSN or EIN where required

Invoice #: Original vendor invoice number

GL Code: General ledger account code

Approver Info: Name, title, signature date

Step-by-Step: Submitting a Requisition

Follow these sequential steps to prepare and route a check requisition so finance can process the payment without delays.

01

Prepare Request: Complete worksheet and attach invoice(s).
02

Get Approvals: Route to budget owner for signature.
03

Validate Details: AP verifies payee and banking information.
04

Issue Payment: Treasury schedules check or ACH and records transaction.

Configuring an Online Approval Workflow

Set up conditional routing and role-based approvals to automate checks and minimize manual handoffs.

Field	Configuration
Requestor Field	Auto-fill from directory
Approval Path	By amount thresholds
Attachments	Require invoice upload
Finalization	AP/Treasury step before payment

Where to Send Completed Worksheets

Deliver completed worksheets to the function responsible for final payment and recordkeeping using the organization’s chosen submission channel.

Email to AP: Send PDF copy to accounts payable mailbox
Upload Portal: Submit via AP portal or ERP attachment
eSignature Platform: Route through approved eSign system for signatures
Treasury Desk: Treasury receives final approved package for disbursement

Digital Submission and Signing Requirements

Integrate with your ERP or AP system so approvals, signed copies, and metadata flow automatically into finance systems and audit logs.

Authentication: Email + optional SMS or MFA
Document Formats: PDF, DOCX, or scanned images
Integrations: ERP and cloud storage connections

Typical Timelines and Processing Expectations

Understand internal cutoffs and external timing so requisitions arrive in time for scheduled check runs or ACH cycles.

Daily Cutoff:

Requests received before cutoff included in same-day batch

Check Runs:

Weekly or biweekly scheduled check runs per company policy

ACH Processing:

ACH payments generally settle in 1–3 business days

Approval SLA:

Typical approval target: 24–72 hours depending on amount

Reconciliation:

AP posts payments within the next accounting period

Common Mistakes to Avoid

Incomplete payee details or incorrect tax identification numbers, which lead to returned payments or backup withholding complications.
Missing or mismatched supporting documents, causing approvers to reject or delay a requisition while waiting for vendor invoices or contracts.
Wrong GL codes or cost centers that require accounting reversals and delay month-end close activities and financial reporting accuracy.
Unsigned or improperly authorized requisitions that violate segregation of duties and can trigger internal control findings during audits.

Risks and Consequences of Errors

Duplicate Payment: Unrecovered funds

Bank Returns: Processing fees and delays

Tax Withholding: Backup withholding triggers

Control Failures: Internal audit findings

Vendor Relations: Late payments harm relationships

Regulatory Risk: Noncompliance exposures

eSignature Pricing and Core Capabilities Comparison

Comparison of common eSignature providers on starting price and key plan features relevant to processing a Check Requisition Worksheet. signNow is listed first per vendor order conventions.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions

Answers to common questions about completing, approving, and retaining a Check Requisition Worksheet, including electronic signing considerations.

Need help? Contact support

Can a requisition be signed electronically?
Yes. Electronic signatures meeting ESIGN Act standards (intent, consent, attribution, retention) and UETA where adopted are generally legally valid. Ensure your platform captures an audit trail and any consumer consent disclosures when required.
Who must sign the worksheet?
Signatories typically include the requestor, the budget approver, and a finance approver. Authority thresholds should be defined by company policy so the correct combination of signers is enforced for each dollar range.
What supporting documents are required?
Attach the vendor invoice, purchase order or contract, and any expense receipts. Missing documentation commonly causes routing delays or rejection by accounts payable.
What happens if a payee name is wrong?
Incorrect payee names can cause returned checks, bank holds, or failed ACH. Verify the name against vendor W-9 or bank instructions before submission to avoid delays and reissuance fees.
Are notarization or witnesses ever required?
Not typically for ordinary vendor payments. Notarization or witnesses may be required for certain authority documents or for specific vendor agreements; consult legal or state requirements if unsure.
How long must requisitions be retained?
Retain for a minimum of three years to satisfy IRS recordkeeping (IRC §6501(a)), longer where industry rules or state law require it. Follow finance retention policy and preserve records during any audit hold.

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