Cheques

This section contains information about UBC’s cheque procedures for university departments and units, including how to cancel cheques, stop payments and reissue cheques.

Please notify Jean Forward if a cheque is issued in error or has been stolen.

Cancelling Cheques

Request cheque cancellation if the cheque has not been sent out or has been returned to the department:

  • Mark or stamp the cheque "VOID"
  • Indicate on the cheque stub that the cheque is to be cancelled
  • Indicate the reason for cancellation (duplicate payment, wrong vendor, wrong amount, etc.)
  • Include your name, department, and contact information

Send the original cheque by campus mail to the attention of Jean Forward, TEF 3, 5thFloor, 6190 Agronomy Road, Vancouver BC, V6T 1Z3

Stopping Payment

Due to security purposes, instruction for stop payment or cancel/close should be provided by the individual department that completed the Requisition for Payment Form or Smart Form. This will avoid possible duplicate payment or any fraudulent enquires.

Request stop payment if a cheque has been sent and has not been returned. Email Jean Forward the following information: 

  • Payee's name
  • Q-Requisition number
  • AP Voucher number (preferred, if available)
  • Business unit (preferred, if available)
  • Cheque date and number (preferred, if available)
  • Amount of payment
  • Requestor's name
  • Reason for the stop payment (duplicate payment, wrong vendor, wrong amount, etc.)

Please note that Revenue Accounting is unable to place a stop payment after 3:00 pm daily. Once Revenue Accounting receives the stop payment confirmation from the bank, the payment will be cancelled on the Accounts Payable system. This will appear as a credit to the respective expense on the respective department's ledger at month-end.

Re-Issuing Cheques

To request cheque re-issuance a Bond of Indemnity is required for USD cheques only. No Bond of Indemnity is required for CAD cheques since the University has implemented positive pay. Revenue Accounting will either e-mail or mail a Bond of Indemnity to the payee.

In order to re-issue a cheque, the original cheque will first need to be cancelled/ stopped. Provide Jean Forward with the following: 

  • If the cheque has not been sent out or has been returned to the department, refer to the "Cheque Cancellation" section for procedures to perform.
  • If the cheque has not been returned, refer to the "Stop Payment" section for procedures to perform.
  • Sign Bond of Indemnity (for USD cheque replacement) and return it to Revenue Accounting, Attention Jean Forward, (TEF 3, 5th Floor, 6190 Agronomy Road, Vancouver, BC V6T 1Z3) with their original signature. Faxed/photocopied signatures are not accepted. 

Once Revenue Accounting receives the signed Bond of Indemnity, as well as confirmation from the bank that the cheque has not cleared and that a stop payment has been applied, a cheque will be re-issued using the same delivery instructions as the original cheque, unless alternate instructions are communicated to Jean Forward.

Generally, turnaround time for cheque re-issuance is approximately 2 business days from date of receipt of the returned Bond of Indemnity.

Other Circumstances

Dealing with Undelivered UBC Cheques

If the UBC Cheque was mailed to the correct address, please allow at least three weeks for adequate processing and delivery time with Canada Post. After three weeks, please email your enquiry to Jean Forward with the following information:

  • Payee's name.
  • Q-Requisition number.
  • AP Voucher number (preferred, if available).
  • Cheque date and number (preferred, if available).
  • Amount of payment.
  • Requestor's name.
  • Reason for the stop payment.
  • State if the replacement cheque should be mailed via Canada Post or picked up (provide contact information).

If courier delivery is required for a replacement cheque, the department or the payee will need to make alternate courier arrangements and cover the cost. Please provide us with the name of the contact person who will be making the courier arrangement so they can be notified when the replacement cheque is available.

Address Corrections

If the payee never received his/her payment due to wrong address, submit your request to Revenue Accounting and provide:

  • a copy of the Requisition for Payment or Smart Form
  • payee’s correct address

If the original cheque was not returned to Financial Operations nor cashed, Revenue Accounting has to request the stop payment and the replacement cheque on the same day. Vendors current address confirmation will be required before proceeding with the cheque issuance.

You should receive a response within 1-2 days. Otherwise, please follow up with us.

Incorrect Information on Cheques

We are unable to re-issue cheques from our system that are made out to the wrong payee or for the wrong amount - in such cases, the originating department will need to request a cheque cancellation and start a new QReq.

Lost Cheques

Cheques that are lost in transit may be subject to a 1 month waiting period (from the date of issue) before the cheque can be re-issued.

Payments Issued to a Requisition for Payment with an Error

Please email your enquiry to Jean Forward with the following information along with a copy of the Requisition and backup:

  • Payee's name.
  • Q-Requisition number.
  • AP Voucher number (preferred, if available).
  • Cheque date and number (preferred, if available).
  • Amount of payment.
  • Requestor's name.
  • Describe the error

Detailed instructions will be provided upon review. You should receive a response within one or two days. Otherwise, please follow up with us.

Payroll Cheques

Please contact Payroll if a payroll cheque needs to be cancelled or re-issued.

Replacing a Stale Dated Original UBC Cheque

Please write “VOID & REISSUE” directly on the cheque and send it to:

University of British Columbia 
Financial Operations 
TEF3, 5th Floor, 6190 Agronomy Road 
Vancouver, BC V6T 1Z3

  • If the payee’s address changed, please provide the current address.
  • If the replacement cheque is not received within four weeks, please email Jean Forward and provide the date (approximate) that the original cheque was sent and quote the cheque details, such as the cheque #, issuant date, payee name and amount.
Stop Payment has been applied to an Already Received Cheque

Please inform the payee NOT to cash the original cheque that has a stop payment, since the stop payment will be applied. UBC will not be responsible for bank charges if this occurs. Instead, please inform the payee to write “VOID & REISSUE” directly on the cheque and return it to:

University of British Columbia 
Financial Operations 
TEF3, 5th Floor, 6190 Agronomy Road 
Vancouver, BC V6T 1Z3