How to void a payment with or without reissue, stop a payment, or request a check copy or proof of payment.
This guide will help you request:
- A payment made by check be voided with or without reissuing the check.
- A stop payment be placed on a check.
- A check copy, or proof of payment.
Void a payment made by check with or without reissue
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- If you have the physical check, please write VOID on the check and return it to Accounting Services.
- If you do not have the physical check or it cannot be returned the Accounting Services, we will stop the payment at US Bank.
Void a check with reissue:
When to use this method:
- Payee did not receive the check.
- Check was lost or damaged.
- Check is stale dated.
- Vendor name is misspelled.
- Check was mailed to the wrong address or the address has changed. In this situation, provide Business Services the new address and the vendor file will be updated.
- The vendor number or dollar amount cannot be changed.
- In most cases, the new check will be mailed to the payee.
- If the vendor is now set up on ACH, the payment method will be changed from check to ACH.
- If you want to change the payment method to wire, complete a wire form.
Void a check without reissue:
When to use this method:
- Duplicate payment was made.
- Incorrect dollar amount was paid.
- Wrong vendor number was paid.
- Payment was made in error or is no longer needed.
- Funds will be returned to the original funding source.
Complete and submit a Check Action Form. Use this form to provide the information needed to Accounting Services to void a check.
Provide as much information as is known on the check action form including:
- Vendor or payee name
- Check or reference number
- Voucher number or expense report number
- Dollar amount
- Payment date
- New address, if applicable.
Stop payment on a check
The payment will be voided with or without reissue in SFS. If Accounting Services does not physically have the check, Accounting Services will place a stop payment on the check at US Bank.
Request a copy of a check or proof of payment
- Provide payment information on the Check Action Form.
- Accounting Services will email a copy of the front/back of the check.
Form, Policy and Procedure
Contact
Pay Cycle Staff – Accounting Services
21 North Park Street,Suite 5301
Madison, WI 53715
Email: acctg@bussvc.wisc.edu
Phone: (608) 262-1548