STOP PAYMENT REQUEST FORM

TABLE OF CONTENTS

• PURPOSE
• GENERAL INFORMATION
  • PAPER CHECKS
• EXHIBIT AND INSTRUCTIONS
• FORM REQUIREMENTS
• NUMBER OF COPIES AND ULTIMATE DISTRIBUTION
• WHERE TO SEND COMPLETED FORMS
• CONTACT INFORMATION
• CROSS REFERENCES

---

PURPOSE

The Stop Payment Request Form is used to request a stop payment on lost paper Accounts Payable or Payroll checks.

GENERAL INFORMATION

PAPER CHECKS

In accordance with Procedure FN2003 Stop Payment Processing, a stop payment is a formal request made by Accounting Operations to the University's financial institutions to cancel a paper check that has not yet been cashed. A stop payment request form is submitted to Accounting Operations when an Accounts Payable or Payroll paper check has not been received or lost after receipt (i.e., no check available). Accounting Operations only processes a stop payment request after verification that the check is still outstanding.

If an Accounts Payable or Payroll check, or at least some portion of the check (i.e., a check damaged beyond acceptance), has been provided a stop payment action is not necessary. Write "VOID" across the face of the check, complete the Check Cancellation Form, and submit to Accounting Operations.

EXHIBITS AND INSTRUCTIONS

This form has fill-and-print form fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field within the PDF will display these instructions.

For step-by-step instructions for completing the Stop Payment Request Form, click link below:

Stop Payment Request Exhibit

FORM REQUIREMENTS

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Associate Vice President for Budget and Finance). See Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) and Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website for full details.

NUMBER OF COPIES AND ULTIMATE DISTRIBUTION

*Transitory Copies are University records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Record as delineated on the Records Retention Schedule.

WHERE TO SEND COMPLETED FORMS

Accounts Payable Checks: The original should be sent to Accounting Operations Accounting Manager. Paper copies may also be mailed to Accounting Operations, 202 James M. Elliott Building, University Park, PA 16802, Attention: Accounting Manager.

Payroll payments: The original should be sent to Payroll Manager. Paper copies may also be mailed to Payroll, 101 James M. Elliott Building, University Park, PA 16802, Attention: Payroll Manager.

Forward a copy of the information to the Business Area Financial Officer.

CONTACT INFORMATION

For questions or additional details, please contact Accounting Operations Accounting Manager for Accounts Payable Checks or the Payroll Manager for payroll payments.

To request changes to the form, please contact the Office of Systems & Procedures by submitting a GURU Technical Support Request form.

CROSS REFERENCES

• Policy AD35 University Archives and Records Management
• Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility
• Procedure FN2003 Stop Payment Processing
• Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website
• Check Cancellation Form
• Stop Payment Request Form

---