Finance & Accounting

BPM-202 Disposition of Checks

Revised March 1, 2010

DISPOSITION OF CHECKS

All University checks will be mailed directly to the payee except for payroll checks and checks issued for student loans, scholarships and stipends.

NOTE: Checks issued for student loans, scholarships and stipends are held for distribution by the Cashier's Offices.

REFERENCES:

• APM 50.21 Payments Processing - Stop Pay and Replacement Checks
• APM 50.22 Payments Processing - Stop Pay and Replacement Payroll Checks

Exceptions

The campus Vice Chancellor for Administrative Services (Director of Business Services for MU, and Controller for System) is authorized to approve exceptions to this policy and is responsible for determining the criteria for exception justification.

LOST OR INCORRECT CHECK

If a check is lost, never received or incorrectly written (wrong name or amount), the campus Accounting Office (Payroll Office for payroll checks) should be notified immediately.

If the check was processed in the normal pay cycle, is not an on-line check, is being replaced, and is not in the University's possession, obtain a signed affidavit before reprinting the check.

REFERENCE:  APM 50.22.1 Affiavit for Lost Check

SPECIAL DISPOSITION OF CHECKS

Requests for special disposition of checks are made and approved on the PeopleSoft Voucher.

• If two or more vouchers payable to the same payee are to be held, only one Hold Check Request is required.
• Hold Checks must be picked up at the campus Accounting Office (Controller for System) by a representative of the department requesting the hold. The department will be notified when hold checks are available for pickup.