2.2 Digital Check Request Process

TABLE OF CONTENTS

• Overview/Purpose
• 2.2.1 When to Submit a Check Request 
• 2.2.2 Standard Instructions for Submitting a Check Request in Freshworks
• 2.2.3 Completing the Digital Form
• 2.2.5 Review, Authorization, and Payment Schedule 

Overview/Purpose

At Children of America (COA), the check request process ensures that all reimbursements and payment requests are submitted accurately, reviewed efficiently, and approved in alignment with company policies. With the implementation of Freshworks, this process has become more accessible and user-friendly for school-based staff and corporate teams.

This digital system was developed specifically to make the reimbursement process easier, helping Managers and Directors submit requests with the required documentation in a clear, organized format. It reduces back-and-forth communication, improves tracking, and ensures submissions are automatically routed to the correct approvers — all while supporting financial compliance and accountability.

2.2.1 When to Submit a Check Request 

Check requests should be submitted for the following purposes:

• Vendor payments that are not tied to standard recurring invoices.
• Reimbursements for travel, training, events, or supplies.
• School program-related needs (e.g., summer camp, parent events).
• Emergency or special purchases with prior approval.
• Customer Refunds.

All requests must include supporting documentation (receipts, quotes, invoices) and be aligned with COA’s financial policies.

2.2.2 Standard Instructions for Submitting a Check Request in Freshworks

There are multiple ways to access Freshworks. Regardless of the method used, please follow the steps to submit a check request:

1. Log in using your Children of America (COA) credentials.
2. Navigate to the Help Desk section.
3. Select “How Can We Help?”
4. Click on the “Check Request Form” to begin your submission.

You may also use the direct link to access Freshworks and complete the same steps – simply log in and follow the instructions above. https://childrenofamerica.freshdesk.com/support/home

This selection will open the digital check request form, tailored to route the request based on school or department.

2.2.3 Completing the Digital Form

The digital form contains several fields. Please complete all applicable sections. To ensure timely processing, it is important that all relevant areas of the Check Request Form are filled out accurately and completely.

There are a few key sections that require special attention. Please review the clarification below to ensure accurate completion.

• School State – If the request is related to corporate-related expenses (such as Home Office, Maintenance, Trainers, etc.), select Florida (FL) as the state, and then choose the appropriate corporate department from the drop down.
• Reimbursement Method– Choose one of the following:
  1. Check – A valid mailing address is required.
  2. ACH – Provide the last four digits of the account.
  3. Credit Card– Provide the last four digits of the card.
     • Note: Refund via ACH or credit card must be issued to an account or card that was previously used for the original payment. This is why we require the last four digits to verify and ensure proper processing.

• Purpose – Brief description of the reason for the request (e.g., “Summer Camp Supplies,” “Staff Travel Reimbursement”)
• Attachment Guidelines and Required Documentation– All reimbursement request must include appropriate supporting documentation. Missing documents may delay processing.
  • Required Documentation by Request Type:
    • If the request is for a refund – Documentation of the original payment and an explanation of the reason for the refund are required.
    • If the request is for summer camp – We need the invoice, W-9, Insurance if applicable, sign approval from your manager.
    • If the request is for a general reimbursement – Itemized receipts, quotes, or other proof of purchase must be included.

Once the form is complete:

• Click Submit - Your request will be automatically routed to the appropriate approver based on the school or department selected.
• You will receive an email confirming submission and tracking status.

❗ Incomplete submissions or missing documentation will result in a returned request for revision.

Approver Instructions

• The request will automatically default to the assigned approver
• Once approved, the approver must update the status to “Approved Check Request”
• Then, assign the request to any member of the accounting team as the agent to ensure it is properly queued for payment processing.

2.2.5 Review, Authorization, and Payment Schedule 

The following outlines the internal review process, payment methods, schedule, and special conditions related to check requests and reimbursement.

 Internal Review

• The Accounting Department will review the request to ensure it meets documentation and financial policy requirements.
• Once validated, the request is forwarded to the Chief Financial Officer or designated Senior Accounting Manager for final approval.

Payment Methods & Schedule

• Payments are issued based on the selected method (Check, ACH, or Credit Card).
• Payments are processed weekly on Fridays.
• To be included in the current week’s batch, requests must be submitted and fully approved by Wednesday at 5:30 PM.

Special Conditions:

• Trainer and Event-Based Payments – Late requests will be processed the following week
• Parent or Staff Reimbursements–
  1. ACH and Card reimbursements are typically processed immediately.
  2. Check reimbursements follow the Friday payment schedule.
• Emergency Payments – Contact the Accounting Manager directly for expedited handling when time-sensitive needs arise.

By following this digital process in Freshworks, COA team members can help ensure that all reimbursements and check requests are handled in a timely, accurate, and compliant manner. The shift to an online system enhances visibility, accountability, and ease of use for both school staff and the accounting department.