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 without first cancelling the original check (if the payee has changed) or verifying it is stale. |
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| 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.
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| What information for a DV displays on a check? |
| The information that displays on a disbursement voucher check is shown with this graphic. |
| How do I enter a campus address on DV? |
| All checks (except IUPUI AP) are printed in Bloomington. Enter the full address of Bloomington, IN 47405 into the DV information. |
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). |
What are valid reasons to cancel a check? |
| A check cannot be cancelled if payment is due. 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 or is the wrong amount. After six months checks are considered stale and are cancelled by the disbursement banks. |
