How To Trace or Stop Payment for Non-Payroll Checks
Action |
Definition |
When to Use |
|---|---|---|
| Proof of Payment | A proof of payment is to verify if a check has been cashed. If the check has been cashed we will receive a copy of the check (front and back showing the endorsement). If the check has not been cashed the State Treasury will send us a replacement check. There is a 30 day waiting period before we will do a proof of payment on a check, unless the check is over $1000. This process takes approximately one week. | Check never received Check stolen or lost Vendor never received check |
| Cancelled Draft | A cancelled draft is a check that is over a year old. This is also sent to the State Treasurer's office to have a proof of payment done to make sure that there has not been a replacement check made. If there has not been a replacement check made, then the State Treasurer's Office replaces the check from their cancelled draft fund. This process takes approximately one month. | Check over one year old |
| Stop Payment | A stop payment is used for a check that will be going out of our office that should not be paid. This is something that is caught before the check goes out. For this, please contact File Room directly. | Product not received or incomplete |
Request a Proof of Payment or Cancelled Draft with the Check Action Form.