Stale Dated Checks

When a check has not been cashed after 30 to 45 days, contact the payee to determine why. If the check is still outstanding after 90 days, it may be necessary to stop payment on the check. The bank may charge a fee for a stop payment.

The original entry was recorded under “Disbursements.” Record the uncashed check in the disbursement column again and place parentheses around the amount. Some computer programs allow for a negative or minus sign instead of parentheses. This reverses the original transaction and does not add to the gross receipts. Write a new check if payment is requested.

For example:

Original entry: 2/07/03 Ck # 1098
Jenny King $30.00
Enter a 2nd time: 5/04/03 Ck #1098
Jenny King, uncashed check ($30.00)

“Void” cannot be used in most computer software programs because it has the effect of zeroing the check on the date written which changes all the prior month reports. Record a new transaction with the new date to void the check. List the voided check as a negative check on the treasurer report. While no motions are needed to void a check, motions are needed to reissue, especially if the check was issued in a previous term. Some programs, such as PTAEZ, record the “Void” with the current date. Check the program currently in use to determine how to best void checks.

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