ÐÏà¡±á>þÿ :<þÿÿÿ9ÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿì¥ÁÀ ð¿Ábjbjupup 4"w Iÿÿÿÿÿÿ·´´ÿÿÿÿ"""8Z$~"/'¬’’¨¨¨ð®&°&°&°&°&°&°&$Û(²+rÔ&ððÔ&¨¨Hé&F¨¨®&®&ªf#|Þ$¨ÿÿÿÿ°œOË…ÛÐÿÿÿÿ`Râ#š&ÿ&0/'ô#êÿ+²^ÿ+$Þ$ÿ+Þ$¼Ô&Ô&/'ÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿ+´ Ô: What is a Stale Check? A stale check is a payment (check) that was issued but was not cashed by the vendor but that represents a payment for a valid debt to that vendor. These checks can be items returned to us by mail, not picked up by the vendor, or a check that was sent out but has never been cashed. Stale checks cannot be retained by the institution under any circumstances. The University legally obligated to preserve this property (Texas Property Code § 72.103) until the legal abandonment period has passed, and then to remit these funds to the state. Stale dating a check does not return the funds to the department; these funds are retained centrally until they are escheated. What is a Void Check? A void check is a payment (check) that was determined to be erroneous or to have been made in error. A check that was a duplicate payment is an example of a check that should be voided. A check that was for an incorrect amount or to an incorrect vendor is an example of a check that should be voided and reissued. Voiding a check returns the funds to the department as a reduction of expenditure. What is Escheatment? Escheatment is the transfer of property (including uncashed vendor and payroll checks) to the government because the owner of that property cannot be located. All states in the US maintain unclaimed property databases that allow these owners to search for and claim their funds from the state with appropriate documentation. Escheatment is a legal requirement for all businesses and government entities in all 50 states. A vendor or employee did not pick up their check, or their check was returned in the mail (vendor checks only). What should I do? Return the checks to the UH System Treasurer’s Office. Before sending the checks, Determine whether the payment was valid (i.e., you really owed the vendor money). If the payment is valid, it is a violation of state statutes to (Texas Property Code § 72.103) have the payment voided and the funds returned to the department. Indicate that these checks are stale in the information sent to the Treasurer’s Office. If the payment is not valid, or has an error, identify the error or reason for invalidity and whether the payment requires reissuance. Reasons that a payment would be invalid include: the payment is a duplicate payment, the payment is for the wrong amount or to the wrong vendor, the vendor information is incorrect and requires update. Indicate that these checks are void and provide the reason for the void and whether the checks require reissuance in the information sent to Treasury. What does the UHS Treasurer’s Office do with Void and Stale Checks? The Treasurer’s Office removes the signatures from all void and stale checks. If checks are to be voided or voided and reissued, those checks are sent to Accounts Payable or Payroll for processing. If checks are stale, those checks are sent to Bank Reconciliations for processing and retention until the abandonment period has passed at which time the funds are escheated to the appropriate state. What if I turn in a stale check and the vendor or employee comes back and asks for it? Contact Accounts Payable or Payroll and request that the stale check be reissued. These departments will work with Bank Reconciliations to remove the check from stale dating and process the reissued check to the vendor. Reissuances of stale checks will not affect departmental cost centers. PAGE \* MERGEFORMAT 2 Reviewed 08/20/2015 *]n¨8 > ? 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