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Vendor Checks: Reissues, Cancellations & Stop Payments

The information provided in this guide is intended to assist UCSC staff members in processing a vendor payment or reimbursement check that has either been lost, stolen,  has become "stale dated", was returned by the the US Postal Service, was issued on an incorrect FOAPAL, or was initially issued to an incorrect person, vendor or address. Note: This guide does not apply to payroll checks.

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  • What to know

    An uncashed check may need to be cancelled for any of the reasons listed below:

    • Lost
    • Stolen
    • Became stale dated
    • Issued to an incorrect vendor or payee
    • Issued for an incorrect amount

    Checks are valid for 90 days from the date on the check.

    • After 90 days, the check is considered "Stale dated", and a new check must be re-issued.
    • It is not necessary to place a stop payment on a stale dated check.
    • A check may be returned to the University for a variety of reasons, e.g. an incorrect address, addressee unknown, addressee moved and left no forwarding address.

    Note: For all situations in which a university check has been returned, submit a Reissue Vendor Check form. If a vendor/reimbursement check is received in a campus unit, mark it "VOID" and send it via campus mail to: Accounting Office - Attn: GACHKS.


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  • Lost check

    A check is considered to be 'lost' under the following circumstances:

    • Payee received the check and misplaced it
    • The check was sent to the correct address, but the payment was never received at its destination and more than two weeks have passed since the check was issued

    Follow these steps to cancel and request reissuance of a lost check:

    • Submit a Reissue Vendor Check form.
    • A payment check will be re-issued within ten working days after receipt of the completed form.
    • If the original check is found after the replacement check has been issued, write "Void" across the front of the original check and annotate on the check that a cancel/reissue request was filed. Return the original check via campus mail to: Accounting Office, Attn: gachks.

    Note: Checks that have not been received by the payee, within two weeks from the date of issuance, are considered to be delayed in the mail, rather than lost.


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  • Check returned by the U.S. Post Office

    All checks returned by the US Postal Service go directly to Accounting. When a check is returned by the US Postal Service, the Accounting Office will notify the check requester that delivery was unsuccessful and request that an updated address be provided.


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  • Stale dated check

    A stale dated check is a check that has not been cashed within 90 days of its issuance. Follow these steps to request a re-issue of a stale dated check:

    • Submit a Reissue Vendor Check form
      • The Accounting Office will confirm with the bank that the check has not been cashed and request that a stop payment be placed on the original check
      • A replacement check will be issued within ten working days after receipt of the required form requesting the stop payment

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  • Cancel a check - original check returned

    • Complete the Reissue Vendor Check form
    • Write "VOID" across the front of the original check and attach it to the form
    • Return form along with the original check to: Accounting Office, Attn: GACHKS

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  • Cancel a check - original NOT available

    Submit a Reissue Vendor Check form and the following will occur:

    • The Accounting Office will confirm with the bank that the check has not been cashed and request a stop payment be placed on the check.
    • A payment check will be reissued within ten working days after receipt of the completed form.

    If the original check is found after a replacement check is issued:

    • Write "VOID" across the front of the check
    • Annotate on the check if there has been a reissue/cancel request
    • Send the marked up check to mailstop: Accounting Office, Attn: GACHKS.

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  • Check issued on incorrect FOAPAL

    • Prepare a transfer of expense (TOE) journal to reverse the original recording and record the payment to the correct FOAPAL.
    • Refer to the Ledger Adjustment Guide for more information on this topic.

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  • Payment made to wrong vendor

    If a check has been issued to the wrong vendor, submit a Reissue Vendor Check form.

    • The Accounting Office will determine if the check has been cashed.
    • If the check has not been cashed, the Accounting Office will place a stop payment on the check.
    • If the check has been cashed, you will be informed promptly. Perform the following steps:
      • Contact the Accounting or Accounts Receivable Office of the vendor who received the check in error and request that a refund check be issued in the name of "UC Regents".
      • Contact your Financial Administrative Services and Transactions (FAST/AP) assistant to have a payment made to the correct vendor and a credit memo recorded in the Financial Information System (FIS) so that future payment(s) to the incorrectly paid vendor will be applied against the overpayment until a refund is received.
      • If a refund check is received, contact your FAST Office Assistant to have the credit memo cancelled.

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  • Submittal documentation requirements


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  • Common oversights

    Avoid delaying your request by remembering to:

    • Enter the Bank Code on the Reissue Vendor Check Form
    • Enter the reason for your stop payment, cancellation, or reissue request

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  • Policy references

    Unclaimed and Uncashed Checks:  C-173-78

    Cash: Check Controls C-173-15


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  • Where to get help

    Assistance is available from the following:


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