Required documents and access:

  • Banner
  • Bank access

Frequency and timing:

  • Monthly review

Steps:

This procedure is dependent upon timely marking of the reconciliation indicator field in Banner as Final Reconciled through the monthly check reconciliation process in Banner.

  • Identify uncashed checks greater than 90 days outstanding.
  • Contact vendors in writing by email, if available, and/or postal mail to determine whether they:
  • Log correspondence by vendor to follow up after 30 days.
  • Act on vendor replies.
  • FTICHKS Check Number Validation
  • Open Advanced Filter
  • Check Number: Starts with -0
  • Bank Code: Equals - 56
  • Cancel Indicator: Not Equal or IS NULL – Y
  • Check Date: Less than or equal -90 days ago
  • Go
  • NOTE: Requested Argos report from IT to include FTICHKS data and addresses.
  • The monthly bank ARP report which includes uncleared Positive Pay items should match the outstanding checks at month-end.
  • Have the check and intend to cash it, or
  • Do not have the check and need it reissued:
  • By replacement check
  • By ACH (provide banking information)
  • FOATEXT General Text Entry
  • Type: FVD Vendor Table
  • Code: Vendor Number (... to look up vendor)
  • Text: enter freeform text up to 50-character field limit;
  • Start with correspondence date MM/DD/YYYY
  • Use Insert to add additional lines if needed.
  • If the reply indicates they have the check and will cash it, update the log on FOATEXT and follow up again after 30 days to verify that it was cashed.
  • If the reply requests to reissue by check, follow steps Voiding Checks and Stop Payments section.
  • If the reply requests to reissue by ACH: