8.8.4 Request a Check Cancellation

Policy Statement

A unit may receive permission from University Payables (UPAY) to pick up checks because it needs to pay:

• Participants in research
• Event officials, such as referees or contest judges

If there are checks left over at the end of an event because they were not needed, the checks must be cancelled.

The University of Illinois System is subject to and complies with the Uniform Disposition of Unclaimed Property Act (Illinois Compiled Statutes, Chapter 765, Act ILCS 1025), as well as the escheatment laws of other states as they relate to uncashed checks.

Reason for the Policy

To establish when checks must be cancelled and the process for requesting cancellation of checks.

Applicability of the Policy

Whenever a check needs to be cancelled.

Procedure

To request a check cancellation:

1. Complete a Payment Action Request form. Submit the form and the check(s) to UPAY immediately.
2. UPAY will cancel the check and refund the money to the unit’s CFOAPAL.

If the checks are not returned, UPAY is required by the Unclaimed Property Act to contact the payee and send them a replacement check—even if they did not participate in the research or event.