Outstanding Check Policy

stale checks policy

It could be difficult to cash a possibly expired cashier’s check or to get a replacement cashier’s check. If you receive a cashier’s check, look for a “void after X days” disclaimer and make sure you cash or deposit the check before then. If you discover an old cashier’s check, contact the issuing bank and ask them what they need from you to handle the transaction. Professional accountants and bookkeepers deal with outstanding checks during reconciliation, a time where they are balancing their ledgers as they approach closing the books for the month. • After a three year waiting period, RF pay checks are deposited into the NYS Abandoned Property Fund. Claims for these funds must be directed to the Office of the State Comptroller, Office of Unclaimed Funds.

  • Contrary to popular belief, a check never really «expires.» A bank is not required to cash a check if it’s more than six months past the check date.
  • Stale-dated Check – A check that is no longer valid because of the length of time that has passed since the date it was issued.
  • However, many businesses tend to put a length of time on the check for accounting purposes.
  • All of our content is authored by highly qualified professionals and edited by subject matter experts, who ensure everything we publish is objective, accurate and trustworthy.
  • For the reissuance of an uncashed check, agencies must follow the guidance prescribed by their specific agency policies.

If reports are printed containing customer banking information they must be secured so that access to customer banking information limited to only those that have the fiscal business need. Reconciliation of cash receipts monthly to posted accounting entries in the General Ledger. Deliver the funds, with completed Miscellaneous Receipt Form to the Cashier’s Office within 2 business days of receipt. If the check is for a specific purpose within Dartmouth College, the purpose should be written in the memo section and not as the payee. A reconciliation is the process to verify the accuracy of an account balance.

How Long Are Business Checks Valid?

So let’s say that as a business owner, you wrote a check to a vendor. Your checks provide instructions to the bank not to cash the check after 180 days. Eight months later, you realize that the vendor has still not cashed the check. Even if both your bank and the issuing bank accept the stale check, it could still be returned for lack of funds. Most property held by public hospital districts («PHDs») is presumed abandoned after two years. The exception is uncashed payroll checks, which are presumed abandoned after one year.

This requires knowledge of the opening and ending balance, and a determination that the activity in the account is reasonable, appropriate and accurate. Verify with the bank that they will not honor a check that’s older than 6 months. Contact the recipient of the check and find out how they want to handle it. Inform them that you put a stop payment on the check you gave them. If you wrote a check and it has been outstanding for a while, you may be wondering, “Do checks expire? ” They do expire and that’s why it’s important to record the date you wrote the check. The department should determine if an employee is entitled to the reimbursement check.


Reconciliation of cash daily at the collection site to corresponding cash receipt. All receipts should be accounted for and validated for the proper amount and date.

stale checks policy

A stop payment informs your bank that you do not want the check cashed. A stop order prevents the other business owner from cashing both the original and new checks.

Traveling for Business

Continue to keep track of the value of the check in your account register. Make a good faith effort to contact an individual whose check has been returned what is a stale dated check to Sponsored Projects Services because the individual could not be located. Needs to review the security of your connection before proceeding.

Can a stale check be cashed?

Banks don't have to accept checks that are more than 6 months (180 days) old. That's according to the Uniform Commercial Code (UCC), a set of laws governing commercial exchanges, including checks.

Your system reuses check numbers before a stale-dated check is reviewed and transferred to a liability account for reporting. If the rightful owner claims the unpaid money, a warrant/check will be paid from the Agency Fund. If the monies remain unclaimed for a period of five years from the date the money was placed in the Agency Fund, the money shall then be paid to the General Fund. https://www.bookstime.com/ Sometimes, the employee is fired or terminates his employment, resulting in an unwillingness to immediately return to the place of employment for the last paycheck. Regardless of the reasons for not claiming the paycheck, the money belongs to the employee. Training on cash and check handling policy and procedures is available, upon request, by contacting the Cashier’s Office.

Property tax amounts are sent via ACH to all taxing districts and do not generate any outstanding amounts. Ordinary operating errors should be reported as overages/shortages as long as the amount is deemed reasonable by an authorized individual. When using portable information devices, i.e. laptops, etc., encryption is required. All deposits should be secured in an appropriate deposit bank bag and transported within a non-descript carrier. Protect the people handling cash, the physical cash/assets and any related confidential information.

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Daniela González
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