3401 PR.07 Requesting Accounts Payable Check Voids

Revision Date: 
September 21, 2020

Contents

1.      Overview

2.      Determine Whether Disbursement of Funds is Still Required

3.      Determine Location of Physical AP Check

4.      Requesting AP Check Void – Department Has AP Check

5.      Requesting AP Check Void – Supplier Has AP Check

6.      Requesting AP Check Void – AP Check Location Unknown

7.      Accounts Payable Processing of AP Check Void Requests

1. Overview

This procedure supports Policy 3401 General Payment.  It details the steps to follow to request that Accounts Payable (“AP”) void a check it previously issued (an “AP check”) and the steps for requesting that AP either issue or not issue a new AP check.

While not the expectation, once an AP check is issued, it is possible for it to be misplaced, lost, outdated, or no longer needed.  Although rare, it is also possible that the AP check reflects incorrect information.  Under any of these circumstances, Requestors should follow the steps detailed in the sections below to correct the problem.

2. Determine Whether Disbursement of Funds is Still Required

If there is a problem discovered with an AP check, the first action for the department that requested the disbursement is to determine whether the disbursement of funds for which the AP check was issued is still required (e.g., has the Supplier already received payment for the applicable goods or services?).

  • If disbursement of funds is still required, proceed to Section 3, below.

If disbursement of funds is no longer required, take the appropriate action as indicated in the table below:

Does department have the physical AP check?

Actions to be taken

Yes

  • Write “void and do not reissue” on the AP check.
  • Write on the AP check a brief explanation of why disbursement is no longer required (e.g., “already paid via PCard”).
  • Send the AP check via campus mail to Accounts Payable, 25 Science Park 2nd Floor, Attn: AP Payment Services.

No

  • Prepare an email to AP that includes the AP check’s identifying information, a request to “void and do not reissue,” and a brief explanation of why disbursement is no longer required (e.g., “already paid via PCard”).
  • Send the email to AP at sharedservices@yale.edu.

3. Determine Location of Physical AP Check

If there is a problem discovered with an AP check and disbursement of funds is still required, the next action for the department that requested the disbursement is to determine the location of the physical AP check.  The AP check may be in the possession of the department, the Supplier, or may be unknown (e.g., in transit).

Please note, it may take several days after the AP check issue date for a Supplier to receive the physical AP check.  If the only identified problem with the AP check is an unknown location, allow at least ten days from the AP check issue date before proceeding further.  If after ten days from the AP check issue date the Supplier does not have the physical AP check, the department requesting the disbursement may request to stop payment and, if appropriate, request a reissue (Note: requests to stop payment carry a waiting period of two business days unless the physical AP check is returned to AP with the request). 

If there are other identified problems with the AP check (e.g., incorrect Supplier name, AP check date six months old or more, incorrect amount), proceed according to one of the following sections, depending on physical location of the AP check:

  • If the Yale department has the physical AP check, see Section 4;
  • If the Supplier has the physical AP check, see Section 5; or
  • If the location of the physical AP check is unknown, see Section 6.

4. Requesting AP Check Void – Department Has AP Check

If there is a problem discovered with an AP check, disbursement of funds is still required, and the department has the physical AP check, the next step is to identify any and all problems with the AP check and take appropriate action as indicated in the table below.  For all problems identified below, the final action is to submit the AP check, with any and all corrective notations, to AP for processing.  To do so, send the AP check via campus mail to the following address: Accounts Payable, 25 Science Park 2nd Floor, Attn: AP Payment Services.

Problem with AP check

Actions to be taken

Supplier name and/or address are incorrect.

  • Ensure the correct name and address are in the Supplier database and, if necessary, correct the name or address in the database (see Procedure 3401 PR.01 Supplier Setup and Change).
  • Write “void and reissue” on the AP check.
  • Write on the AP check a brief explanation of why a new AP check is required (e.g., “corrected address”).

AP check issue date is > six months ago.

  • Write “void and reissue” and “stale dated” on the AP check.

AP check amount is incorrect.  Error is due to an incorrect disbursement request (i.e., department requesting the disbursement requested an incorrect amount).

  • Write “void and do not reissue” on the AP check.
  • Write on the AP check a brief explanation (e.g., “incorrect amount requested”).
  • After sending the AP check to AP, submit a new disbursement request via the appropriate mechanism (e.g., Supplier Invoice Request).

AP check amount is incorrect.  Error is due to a data entry error (i.e., AP transposed an incorrect value onto the AP check).

  • Write “void and reissue” on the AP check.
  • Write on the AP check a brief explanation (e.g., “incorrect amount – data entry error”), the correct amount, and “issue new check in correct amount.”

Note: it is unlikely, but possible, for an AP check to experience more than one of the issues described in the table above.  If this is the case, please be sure to note all required corrections on the AP check.  Any issues requiring a “void and do not reissue” notation (i.e., incorrect amount) will supersede any “void and reissue” notations.

5. Requesting AP Check Void – Supplier Has AP Check

If there is a problem discovered with an AP check, disbursement of funds is still required, and the Supplier has the physical AP check, the next step is to identify any and all problems with the AP check and take appropriate action as indicated in the table below.  For all problems identified below, the final action is to submit an email to AP at sharedservices@yale.edu that includes the AP check’s identifying information, a request to void the AP check, and a request to either reissue or not.

Problem with AP check

Actions to be taken

Supplier name and/or address are incorrect.

  • Ensure the correct name and address are in the Supplier database and, if necessary, correct the name or address in the database (see Procedure 3401 PR.01 Supplier Setup and Change).
  • In the email to AP, include:
    • Request to “void and reissue” the AP check; and
    • Brief explanation of why a new AP check is required (e.g., “corrected address”).

AP check issue date is > six months ago.

  • In the email to AP, include:
    • Request to “void and reissue” the AP check; and
    • Brief explanation of why a new AP check is required (e.g., “stale dated”).

AP check amount is incorrect.  Error is due to an incorrect disbursement request (i.e., department requesting the disbursement requested an incorrect amount).

  • In the email to AP, include:
    • Request to “void and do not reissue” the AP check; and
    • Brief explanation (e.g., “incorrect amount requested”).
  • After sending the void request email to AP, submit a new disbursement request via the appropriate mechanism (e.g., Supplier Invoice Request).

AP check amount is incorrect.  Error is due to a data entry error (i.e., AP transposed an incorrect value onto the AP check).

  • In the email to AP, include:
    • Request to “void and reissue” the AP check;
    • Brief explanation (e.g., “incorrect amount – data entry error”);
    • Correct amount for the new AP check; and
    • Request to “issue new check in correct amount.”

Note: it is unlikely, but possible, for an AP check to experience more than one of the issues described in the table above.  If this is the case, please be sure to note all required corrections on the AP check.  Any issues requiring a “void and do not reissue” notation (i.e., incorrect amount) will supersede any “void and reissue” notations. 

6. Requesting AP Check Void – AP Check Location Unknown

If there is a problem discovered with an AP check, disbursement of funds is still required, and the location of the physical AP check is unknown, the next step is to identify any and all problems with the AP check and take appropriate action as indicated in the table below.  For all problems identified below, the final action is to submit an email to AP at sharedservices@yale.edu that includes the AP check’s identifying information, a request to void the AP check, and a request to either reissue or not.

Problem with AP check

Actions to be taken

Location of AP check is unknown

- OR -

Supplier name and/or address are incorrect.

  • Ensure the correct name and address are in the Supplier database and, if necessary, correct the name or address in the database (see Procedure 3401 PR.01 Supplier Setup and Change).
  • In the email to AP, include:
    • Request to “void and reissue” the AP check; and
    • Brief explanation of why a new AP check is required (e.g., “corrected address”).

AP check issue date is > six months ago.

  • In the email to AP, include:
    • Request to “void and reissue” the AP check; and
    • Brief explanation of why a new AP check is required (e.g., “stale dated”).

AP check amount is incorrect.  Error is due to an incorrect disbursement request (i.e., department requesting the disbursement requested an incorrect amount).

  • In the email to AP, include:
    • Request to “void and do not reissue” the AP check; and
    • Brief explanation (e.g., “incorrect amount requested”).
  • After sending the void request email to AP, submit a new disbursement request via the appropriate mechanism (e.g., Supplier Invoice Request).

AP check amount is incorrect.  Error is due to a data entry error (i.e., AP transposed an incorrect value onto the AP check).

  • In the email to AP, include:
    • Request to “void and reissue” the AP check;
    • Brief explanation (e.g., “incorrect amount – data entry error”);
    • Correct amount for the new AP check; and
    • Request to “issue new check in correct amount.”

Note: it is unlikely, but possible, for an AP check to experience more than one of the issues described in the table above.  If this is the case, please be sure to note all required corrections on the AP check.  Any issues requiring a “void and do not reissue” notation (i.e., incorrect amount) will supersede any “void and reissue” notations.

7. Accounts Payable Processing of AP Check Void Requests

Upon receiving an AP check void request (either via physical AP check submission or email), AP processes the request in the order received.  For AP check void requests without the submission of the physical AP check, there is a holding period of two business days before the stop payment can occur.

Once AP processes a check void request, Workday credits the transaction’s original charging instructions.  If those charging instructions are no longer valid, AP credits default charging instructions.  It is the credited department’s responsibility for moving default postings to appropriate charging instructions.

Please direct any questions or concerns on AP check void requests to AP at sharedservices@yale.edu.