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 Integrated Service Centre (ISC) 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 the Payment Handling Clerk, TEF 3, 5thFloor, 6190 Agronomy Road, Vancouver BC, V6T 1Z3
Stopping Payment
Due to security purposes, instruction for a stop payment or cancel/close should be provided by the individual department that completed the settlement requisition, which depends on the types of transactions in Workday:
- Supplier Invoices
- Non-Invoice transactions (for example reimbursements to visitors or honoraria) are initiated in the Workday Supplier Invoice module and are initiated by the end-user/department.
- Invoice transactions (both PO and non-PO) are initiated in the Workday Supplier Invoice module and are initiated by Accounts Payable.
- Expense Reports and Cash Advance
- Customer Refunds and Ad Hoc Payment
Stop payment will avoid possible duplicate payments or any fraudulent inquires.
To request stop payment if a cheque has been sent and has not been returned, submit a Workday support request with the Finance category selected and include a note that the 'Find Payments’ report can be used to locate the payment that needs to be canceled or fixed. Also, please include the following details:
- Payee's name
- Currency
- 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.)
If the cheque has already been deposited and a stop payment/cancellation cannot be made on the cheque and on the “Find Payments” report transactions will show show as "reconciled" and/or RBC could show the check as "deposited".
- For Supplier Invoices, it is up to the Payment Handling Clerk’s professional judgment on how to address an incorrect payment issue on a case by case basis, either put the invoice on "Hold" to ensure that the invoice does not automatically re-enter the settlement process while a cheque “error” is being resolved, or "Cancel" the Supplier Invoice.
- For Expense Reports and Cash Advance, in Workday there is no functionality to put the expense report or cash advance on "Hold", unlike with supplier invoice. Thus, the requestor needs to specify the payment needs be canceled or fixed in Workday. Cancel will permanently cancel the transaction, and Expense Report / Cash Advance will automatically become available for the next settlement run.
- For Customer Refunds and Ad Hoc Payment, there is no operational status for customer refunds & ad hoc payments. Therefore, if there is an issue with the cheque, the Payment Handling Specialist will need to permanently cancel the transaction and the initiator will need to initiate a new transaction/ request.
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. FinOps 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 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 TEF 3, 5th Floor, 6190 Agronomy Road, Vancouver, BC V6T 1Z3, with their original signature. Faxed/photocopied signatures are not accepted.
Once the signed Bond of Indemnity is received, as well as confirmation from the bank that the cheque has not cleared and that a stop payment has been applied, a cheque related to an invoice will be re-issued or not re-issued depending on the types of the transactions. Please refer to "Stopping Payment" section above. Generally, the turnaround time for cheque reissuance is approximately 2 business days from the date of receipt of the returned Bond of Indemnity.
Other Circumstances
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 inquiry with the following information:
- Payee's name
- Currency
- Business unit (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 alternative 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.
If the payee never received his/her payment due to wrong address, submit your request and provide:
- Payee's name
- Currency
- Business unit (preferred, if available)
- Cheque date and number (preferred, if available)
- Amount of payment
- Requestor's name
- Correct address of the payee
If the original cheque was not returned to Financial Operations nor cashed, Financial Operations 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.
We should not 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 stop payment, and notify Payment Handling Specialist necessary information. Please refer to "Stop Payment" section above.
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.
Please submit your enquiry to Integrated Service Centre (ISC) with the following information along with a copy of the Requisition and backup:
- Payee's name.
- Currency
- 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.
Please contact Payroll if a payroll cheque needs to be cancelled or re-issued.
Financial institutions usually consider a cheque stale-dated after six months (unless it's a certified cheque or a Government of Canada cheque). They may also charge a small fee for a failed attempt to deposit or cash a stale dated 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 submit a ticket via UBC's Self-Service Portal with the approximate date the original cheque was sent and cheque details, such as the cheque #, issuant date, payee name and amount.
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