Check FAQ
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What do I do if a check is not needed or invalid? |
If a check is created for a future event and the disbursement is not needed the check must be cancelled. Tearing up a check does not void the payment. Until the right steps are taken the university's liability remains indefinitely either through outstanding checks or unclaimed property. It is the department's responsibility to recover the funds through the check cancellation process.
Do not reissue a payment through the separate invoice or disbursement voucher cancelling the original check. |
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What are valid reasons to cancel a check? | A check cannot be cancelled if payment is due. This also applies to deceased payees and payees who refuse stale check reissues. If you are unable to locate the payee mail the unclaimed check to FMS Customer Service.
A cancel is required if a check is payable to the wrong payee, the wrong amount, or it is being paid by other means. After six months checks are considered stale and are cancelled by the disbursement banks. |
What are stale checks? |
Stale checks are unclaimed disbursements not cashed within six months of the check date. The check itself is void, but the funds are still outstanding as a payable to the payee. The bank automatically cancels these payments and the funds are returned to a university clearing account. If you receive an inquiry about a stale check and you do not respond the payment is not eliminated. If the payment is not due please follow the stop payment process or respond to the staff member stating payment is not due. If the payment is truly unclaimed Cash Control periodically remits payments to the Indiana Attorney General's Office. If you have a stale check follow the stop payment procedures.
If the payee is able to present the original check for payment and it is outstanding in the Unclaimed Property Account, Cash Control will allow it to pay and clear with internal accounting.
Most unclaimed student bursar checks are immediately refunded back to a student's bursar account at the beginning of month seven. If you have an old bursar check review your bursar account or contact Cash Control before attempting to deposit. We will reject refunded stale bursar checks. |
What happens if the original expense account is closed? |
| Stale checks are reissued via DV out of the unclaimed property clearing account, not the original expense account. If a stale check is cancelled via DI the continuation account will be used. |
Can I reissue a stale check as a direct deposit? |
| Yes. As long as the payee has A/P ACH any new DV payment will be an ACH. Reissued Payroll and Travel checks are paid via DV, not the original system.. |
Can I reissue a stale check as a wire? |
| Yes. Stale checks are reissued with new DVs we are able to change the payment type from Check/ACH to Wire. Contact Cash Control. |
Why did a check print in place of an ACH payment? |
| If a DV or PREQ has any sort of Attachment or Special Handling flagged a check is printed. If an ACH payment is needed you will need to cancel the original check before creating a completely new disbursement. |
Can I reissue a check as a direct deposit? |
| If the disbursement has no special handling or attachments a check can be reissued as a direct deposit if the payee has an active ACH record. (Bursar/Travel/AP) |
| How do I enter a campus address on DV? |
| All checks (except IUPUI Bursar/Travel) are printed in Bloomington. Enter the campus address and XX CAMPUS into the DV city. |
How do I enter Special Handling Instructions? |
| Any notes (including Special Handling Notes) do NOT print out on checks. If you require special handling fill out the special handling remit to box with either a complete address or a phone number. (along with the note) It is Bloomington A/P's policy not to mail checks to a special handling address. Enter the address directly into the DV address (c/o) or you may pick up the check in Poplars. |
