RELATED POLICY STATEMENT(S):
July 1, 1993
July 1, 1997
This procedure applies when a previously-issued check is no longer required and is in the possession of departmental personnel without having been presented to a bank for payment.
The first step to be performed by the department is to mark the check as "VOID" on the face of the check in large letters through the signature block. The voided check should then be attached to a memo explaining the reason why the check was voided and whether or not it is to be re-issued. The memo and voided check should be forwarded directly to the attention of the Accounts Payable and Property Accounting Manager in the Controller's Office for processing.
When the check is voided on the Financial system, the expense is removed from the fund/organization/account that it was originally expensed to.