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

Cancelling and Reissuing Payments/Checks

• The employee’s Human Resources Partner (HRP) or the ServiceNow Requestor (whoever submitted the original payment request in ServiceNow) should be the one to submit this form.
• Changes to payment methods (i.e. Changing from check to ACH payment or changing from ACH to Check) cannot be completed through this form. 
  • To modify payment elections in Workday, refer the employee to the Adding/Changing Payment Elections in Workday Knowledge Base Article for more information.
• For any issues related to ACH payments, have the employee submit an Ask a Payroll Question form in ServiceNow.
• For payments issues prior to 7/1/2024, submit an Ask a Payroll Question form in ServiceNow.
• Whenever an employee does not add banking details to Workday, or does not correctly update distributions, a paper check is issued. Paper checks are sent to the primary address listed in Workday. If the paper check is sent to an incorrect address, then it must be cancelled, and a new payment will need to be re-issued. If banking details are added to Workday, the re-issue will be sent via direct deposit. If no banking details are added to Workday, the re-issue will be a paper check that will need to be mailed to the correct address.   
  • IMPORTANT: Before requesting a re-issued check, confirm the employee has added banking details and/or updated their primary address in Workday to the correct address.
    • To update their primary address, refer the employee to the Updating Personal Information in Workday Knowledge Base Article for more information.
  • Checks will not be re-issued before seven business days have passed since the pay date – for any reason.
  • Payment will be re-issued on the next available off cycle payroll.

Stopping Payments

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

Complete “Departmental Check Cancellation Request” Form

1. Log into the Services Portal.
   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. 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 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 payee to notify them of the stop payment and that the check will not be honored for payment. Failure to notify the payee of a stop payment may result in the employee being assessed bank fees.

9. Do not checkmark the box labeled Was original check created in FAS (prior to 7/1/2024) because this does not apply to payroll checks.
   1. If the payment is prior to 7/1/2024, do not complete this form. Instead, complete an Ask a Payroll Question form in ServiceNow

10. Complete the Check Information fields (noted below) for the check that requires cancellation.
    1. Payee
    2. Supplier Number – leave blank
    3. Check Number*
    4. Check Date*
    5. Check Amount*

Note: Fields with an asterisk (*) can be found on the employee’s payslip. If the HRP does not have access to this information, the employee can provide it directly to them by referencing the Accessing and Reading Your Payslip in Workday Knowledge Base Article.

11. 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.

12. 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.

13. Select the Add Attachments hyperlink in the bottom-right corner of the page to include supporting documentation as applicable. (Optional)

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