This document outlines the steps to navigate the Departmental Check Cancellations form through the Services Portal for non-payroll checks (Oracle). This form is used to stop payments, cancel checks, and reissue checks and/or payments.

Cancelling and Reissuing Payments/Checks

• Ideally, the department requesting the cancellation should be the ones to submit this form, however this is not required. The F&A Service Desk can walk a user through how to submit this form, if needed; contact them at 773.702.5800 for assistance.
• Changes to payment methods (i.e. Changing from check to ACH payment or changing from ACH to Wire) cannot be completed through this form. 
  • For suppliers, they need to update their information in PaymentWorks, first, which then requires verification and approval. If PaymentWorks has already been updated, include this information in the reason for the cancel and reissue
• Per Policy 2703: Reissuance of Forged Checks, lost, misplaced or destroyed checks less than one year old require a written/email statement from the supplier indicating why check reissuance is required. Checks older than one year require a completed and notarized affidavit. Checks are only reissued if supported by either the original voided check, a written/email statement, or a completed and notarized affidavit.
• ACH Payments:
  • Occurs when a supplier has an ACH (direct deposit) set up in PaymentWorks but the bank account is closed, or the individual entered incorrect information. ACH payments must be stopped before they can be reissued.  See the Stopping Payments – ACH Only section for more information.
    • IMPORTANT: Before requesting a re-issued check, confirm the supplier has updated their PaymentWorks profile with the correct payment information.
      • To update PaymentWorks profile information, refer the supplier to the How to Update Your Payment Method in PaymentWorks guide.
  • If the ACH payment processes, funds must be returned before a re-issue can occur. Once the funds are returned, a re-issue will occur on the next off cycle payroll.
• Paper Checks:
  • For suppliers a paper check is issued based on the information entered in PaymentWorks and if the information is incorrect, then the check must be cancelled and a new check re-issued. 
    • IMPORTANT: Before requesting a re-issued check, confirm the supplier has updated their PaymentWorks profile with the correct information.
      • To update PaymentWorks profile information, refer the supplier to the How to Update Your Payment Method in PaymentWorks guide.
  • Payment will be re-issued on the next available off cycle payroll.

Stopping Payments – ACH Only

• Stopping payments only applies to ACH payments. If the payment is a paper check, see the Cancelling and Reissuing Payments/Checks section.
• It is the responsibility of the department that is requesting the stop payment to contact the supplier to notify them of the stop payment and that the check will not be honored for payment. Failure to notify the supplier of a stop payment may result in your department covering any assessed bank fees.

Non-Payroll Checks (Oracle) – Navigate “Departmental Check Cancellation Request” Form

1. Log into the Services Portal.
2. 1. To confirm you are logged in, make sure your initials are visible in the circle located in the top-right corner of the page.

2. Select the General Services tab.

3. Under Financial Services & Budget select Purchasing & Payment.

4. Scroll down to the Support resources section and select the Departmental Check Cancellation Request form.

5. The requester’s name and department will appear under the Who is submitting this form? and What is the submitter's organization? fields.
   1. If someone should receive notifications of the status of this request, type their name in the textbox under Who should be copied on this request? and, optionally, include their Phone number. Otherwise, leave this field blank.
   2. If individuals with non UChicago emails should be notified of the status of the request, check the Specify non UChicago emails that should be copied on this request box, and enter the desired non-UChicago email addresses in the corresponding field that appears when the box is checked.

6. For the Type of Check field, select the Non-Payroll Check radio dial.
7. For the Please select ONE of the following field, use the dropdown menu to choose between the following:
   1. Cancel Only – choose this to cancel the current check without reissuing a new payment. (e.g. duplicate payments).
   2. Cancel & Reissue – choose this to cancel the current check and to reissue the same payment. (e.g. lost check).

8. Use the dropdown to answer Is a Stop Payment Needed?:
   1. Yes – the check should not clear if there is an attempt to deposit the check (e.g. check sent to wrong address).
   2. No – the check was not received by anyone, and we can physically shred and dispose of the check.

Note: It is the responsibility of the department requesting the stop payment to contact the supplier to notify them of the stop payment and that the check will not be honored for payment. Failure to notify the supplier of a stop payment may result in your department covering any assessed bank fees.

9. If the original check was issued prior to 7/1/2024 under FAS, checkmark the box labeled Was original check created in FAS (prior to 7/1/2024).
   1. If checked, a second checkbox will appear that asks Is money being transferred from or being returned to a POETAF account.
      1. If the answer is yes, checkmark this box.   
      2. If the answer is no, leave the box unchecked.

10. Complete the Check Information fields for the check that requires cancellation:
    1. Payee
    2. Supplier Number (optional)
    3. Check Number
    4. Check Date
    5. Check Amount

11. If the Was original check created in FAS (prior to 7/1/2024) box was checked during step 9, then the Financial Accounts section will appear and requires completion. Select the Add button to enter additional information.

12. Within the Add Row window:
    1. Enter the Amount, which should be the same amount entered during step 10.
    2. Select the Financial Account Type, either COA UC or POETAF.
       1. Financial Account details entered here must match the COA or POETAF values that were originally used to fund payment.  If changes need to be made to any COA or POETAF values that are funding the payment, this must be changed using the appropriate cost correction process.
          1. For Payroll Expense Cost Corrections, see the Initiating a Payroll Expense Cost Correction in Workday Knowledge Base Article.
          2. For all other cost corrections, see the Completing a Cost Corrections Request Form in Service Now Knowledge Base Article.
       2. IMPORTANT: If the Was original check created in FAS (prior to 7/1/2024) box was checked during step 9, you are required to enter two financial accounts.  The first account must be the debit account.  The second account must be the credit account (where the funds are to be returned) and reflect a negative (“-“) Amount.
       3. NOTE: If the Use a Favorite Financial Account box displays and is checked, then a Favorite Financial Account drop-down menu will appear with a list of any financial accounts that have been saved as a favorite. If the financial account being used is a favorite, select the applicable account from the Favorite Financial Account drop-down menu. To enter a different financial account, uncheck the Use a Favorite Financial Account box and proceed to the next step.
    3. If entering a COA UC financial account, fill out the UC COA Entity, UC Organization, UC Account Number, UC Fund, and UC Purpose fields. If needed, check the Additional COA Details box to enter the UC COA Program, UC COA Activity, UC COA Site, UC COA Affiliate, and UC COA Future segments. These values will default to Unspecified if not changed.
    4. If entering a POETAF financial account, make sure the Expenditure Item Date is today’s date; otherwise, the request cannot be submitted. Fill out the UC POETAF Project, UC POETAF Expenditure Org, UC POETAF Expenditure Type, UC POETAF Task, UC POETAF Award, and UC POETAF Funding Source fields.
    5. (Optional) If the financial account being used has not been saved as a favorite, the option to check the Add to Favorite Financial Accounts box is available.  Checking this box saves the COA/POETAF combination and requires entry of a Favorite Account Nickname.  When COA/POETAF combinations are saved as favorites, it makes data entry easier for future requests, as users will be able to select them from the Favorite Financial Account dropdown.
    6. After information is added, the Status field must reflect as Valid before selecting Add at the bottom right of the screen. An error message will result upon submission if the Status is Incomplete or Invalid. In this case, review each field for completion and accuracy, and correct any errors. Specific things to check include, but are not limited to:
       1. Ensuring the account(s) are active in Oracle.
       2. Verifying that the segments added are a valid data combination in Oracle.
       3. Confirming the UC Account Number and/or UC POETAF Expenditure Type are from the list of available values.
       4. See the Chart of Accounts Cross-Validation Rules (as of 7/16/2024) Knowledge Base Article for more information.
    7. When the Status indicates Valid, select Add at the bottom right of the screen.
    8. REMINDER: If the original check was created in FAS, then repeat steps 12a through 12g to add the credit account before proceeding to the next step.

13. Choose the Reason for Cancellation by selecting the appropriate radio dial. Only one selection is permitted.
    1. Note:  If Other is selected, a Specify reason for cancellation field will appear and is required.

14. If Cancel & Reissue was selected during step 7, then the Payee and Address fields will appear and are required to reissue payment.
    1. Enter the Payee name and U.S. Address in the applicable fields.

15. Select the Add Attachments hyperlink in the bottom-right corner of the page to include supporting documentation as applicable.
    1. If reissuing a check, attachment(s) are required. Per Policy 2703: Reissuance of Forged Checks, lost, misplaced or destroyed checks less than one year old require a written/email statement from the payee/supplier indicating why check reissuance is required. Checks older than one year require a completed and notarized affidavit. Checks are only reissued if supported by either the original voided check, a written/email statement, or a completed and notarized affidavit. Attach the required documentation.

16. Once all information has been completed and verified for accuracy, select Submit on the right side of the page to route the request to the Accounts Payable team or select Save as Draft to save a copy of the request to come back to and submit later.