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Section 8 - Payables

Section 8.8 - A/P Voided Check Procedure

Date: 2/20/06 — Approved: Finance Board

The AS Accounting Department is responsible for reissuing and storing all voided checks. The following is the procedure which should be followed:

1. Original check should be voided in the AP module of the accounting software system.
2. The check should then be stamped “voided” and date stamped. If there is a check stub it should be attached to the front of the voided invoice.
3. Voided checks should be filed in numerical order in the voided check file box located in the AP clerk work area.
4. Invoice should be evaluated for either voiding completely or re-processing. If a check is reissued the check stub should be attached to the back of the check.
5. If voiding check is part of the weekly check run the voided check should be forwarded to the AS Controller for review along with normal check run.
6. Ensure that an ARP register cancellation is processed from bank if voided check was previously submitted on a regular approved ARP register.

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