8.8.3 Determine Status of Checks Not Received by the Payee
Policy Statement
If a vendor or payee contacts your unit because they did not receive a check, University Payables (UPAY) will assist in determining the status of checks not received by the payee when notified.
Procedure
To determine status of checks not received by the payee:
If the check has been cashed, UPAY notifies the payee and/or your unit and provides a copy of the endorsed check.
If the check has NOT been cashed, UPAY submits a Stop Payment request for the original check and reissues payment.
- Complete and submit a Payment Action Request form. Consult Payment Action Requests for information on when to use this form.
- UPAY determines whether the check has been cashed:
- If the payee claims they did not cash the check, UPAY forwards a Check Fraud Affidavit to them to complete and submit to UPAY.
- UPAY sends the Check Fraud Affidavit to Cash Management who works with the bank to determine if fraud has occurred.
- When a determination has been made, Cash Management notifies UPAY. If fraud has occurred, the payee is paid through a University of Illinois System account. The unit is not charged for the reissued payment.
19 Contracts
Payment Action Request
Check Fraud Affidavit - supplied by UPAY
University Payables Training Materials
Payment Action Requests
Last Updated: March 19, 2013 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012