the office of procurement services homeland security check … · 2019-10-17 · homeland security...

Homeland Security Check Request Page | 1 Last Updated: 10/17/2019

The Office of Procurement Services

Homeland Security Check Request The Homeland Security Check Request form is used by departments to issue payments associated with visa applications. These payments are bundled with application paperwork by the Office of International Services (OIS) or Office of International Affairs (OIA) and should not be mailed directly to Homeland Security.

This document walks through how to complete the Check Request form and ensure OIS/OIA are notified when the payment is available. Contact OIS, at [email protected], or OIA, at [email protected], with questions regarding visa applications.

Access the Homeland Security Check Request by clicking Forms on the shopping home page.

You can also find forms by navigating to the View Forms in the Shopping module.

mailto:[email protected]

mailto:[email protected]



Once on the Forms page, click Shared, then Check Requests to see a listing of Check Requests.

Click the name of the form, Homeland Security, or the Submit Request button to get started.

Review the Instructions page. Note that object code 4102 only should be used with this Check Request form. We will enter this information in the Requisition document. Click Next to continue.



This Check Request form auto populates the Department of Homeland Security supplier record and its preferred address. Click the Select button next to the address to select it, then click Next.

This address does not represent where the check will be sent.

We will complete fields on the Requisition to ensure the check is picked up by OIS or OIA staff.

The next page provides an overview of the sections you must complete. Click Next.

Enter the name of the individual the payment is associated with in the Business Purpose field.

Text entered here does not appear on the check stub of the payment.

You must enter additional details in the Requisition.



Next, enter the payment amount in the Unit Price field.

The Product Description field is optional. Enter any additional details your department may wish to see. Click Save Progress to save your work or Next to continue to the next page.



Every Check Request form requires substantiation documentation. In the case of this form, substantiation documentation consists of documents such as an offer letter or correspondence between your department and visa applicant about their work assignment.

Select the radio button next to Yes to upload documents.

New fields appear which allow you to upload the documentation outlined above.

Critical data should never be entered into BUY.IU. Ensure supporting documents do not contain information such as passport or visa numbers prior to upload.

Click the first Upload button.



A dialog box appears. Enter a name for the attachment in the Title field, then click Choose File to search for the documentation on your machine. Click Save Changes to attach the documents to the Check Request form.

Click Next to move on to the review page.



Click Add and go to Cart to begin review of the Shopping Cart and completion of the Requisition document.

In the Shopping Cart, update your Cart Name to include the visa applicant’s name. You can search on this field in the future, and this information is visible to fiscal reviewers as well. Click Save to save your changes.

Click more info… next to the Check Request form name to return to the form and make edits.



Click Proceed to Checkout to move on to the Requisition part of the process.

The Requisition is made up of a series of sections followed by checkmarks, located in the left-hand menu. A green checkmark represents a completed section. Sections with gray checkmarks require additional information.



First, add a shipping address. A shipping address must be defined in the Shipping section. Click edit in the upper right-hand corner to select an address.

The shipping address does not represent where the check will be sent. Enter your office address to satisfy the field.

Next, visit the Accounting Codes section. Click edit in the upper right-hand corner to add information.



Enter the account number and subaccount number, if applicable, in the Account-Subaccount field. Enter “4102” in the Obj Code field and the chart and org associated with the funding account in the Org field.

Click Select from all values…, located under data fields to search for information which goes in that field.

Your department may require information be entered in the Project Code and/or Org Ref Id fields. These fields book to the general ledger and are used for reporting purposes.

Click Save to save your work.

Finally, enter check stub text information and pick up instructions in the Special Payment Instructions section. Click edit to make changes.

Note that BUY.IU will not prompt you to do this. You must remember to complete these fields!



Enter “Visa application fee for [name of visa applicant]” in Check Stub Text 1. This information is printed on the check and helps OIS/OIA match the payment with the correct application.

Next, check the box next to Check Special Handling Requested.

Enter the campus code of the office which is processing the payment in the Check Special Handling Campus field.

Office Campus Code Office of International Services (OIS) BL Office of International Affairs (OIA) IN

In the Check Special Handling Instructions Text 1 field, enter the name and contact information of the individual who should be notified when the check is ready for pickup. Click Save to save your work.



The request is now ready to submit. Select Final Review from the left-hand menu.

Review the account number and check stub text one final time and click the Place Order button to submit the Requisition. Once the order is placed you will no longer be able to edit the request.

the office of procurement services homeland security check … · 2019-10-17 · homeland security...

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