Check Voids and Stop Payments
Office of Business Affairs | Departments | UHD Policies & Procedures | Forms | Contact Info

There are several scenarios that lead to the voiding of printed checks and warrants.  In addition, these conditions apply to departmental requests for a "Stop Payment" on a check or warrant to be processed.

Voiding Checks

A check may be voided in PeopleSoft, if AP has received the physical check.  Checks to be voided normally come from (1) the payee, if the payee recognizes that the check was issued in error before it is deposited, or (2) UHS treasury, if AP determines that the check was printed in error before it is mailed.

Stop Payment Requests

Stop payment occurs when a payment should be canceled but the check is not in hand.  either AP or the originating department may discover that a check was recently issued in error or that the check is lost.  If the check was issued in error, we should contact the payee and inform them that we placing a stop on the check and ask them to write "Void" on the check and mail or deliver to AP.

Departments should fax Stop Payment Requests to AP at 713-226-5259 with the following information: (1) check or warrant number, (2) amount of the check, (3) date the check was issued, (4) voucher(s) that generated the check or warrant and (5) the phone number of the requestor.

Reasons for Cancelling Local Checks

1. AP finds that a local check was printed in error before it was sent to the payee.
2. The payee receives a local check in error and returns it to UHD without depositing the check.
3. AP or the department discovers that a local check was recently issued in error and sent to the payee.
4. A local check has been lost.

Reasons for Canceling State Warrants

1. AP finds that a state warrant was printed in error before it was sent to the payee.
2. The payee receives a state warrant in error and returns it to UHD without depositing the warrant.
3. A state warrant has been lost or misplaced by the vendor.

Up to Accounts Payable

.