What This Process Does

  • Use when an Employee's Check has been Lost or Destroyed and a Duplicate Check MUST be Reissued.
  • The Check Number and Date will be replaced. The report writes the New Check Number and New Check Date to the Payroll Job Pay Master (PAYJPMS) file, along with the following: 
  • Original Check Number
  • Reissued Check Number 
  • Reissued By
  • Reissue Date
  • Reissued Time

It also writes the Original and New Check Numbers to the Bank Account Checks (BNKCK) file.

  • A New Check is NOT Automatically Generated as part of this process. To issue a Replacement Check:
  • Write a Manual/Live Check
  • Use the Print Payroll Checks Process (refer to the first bullet under “Additional Steps” below)

NOTE: IF the New Check Date is NOT in the same Month as the Original Check Date, and the intention is to "Affect Cash" in the "CURRENT Period"...

  • Undo the Clear Checks/Transmittals Process for the Original Check BEFORE assigning the New Check Number and New Check Date 
  • Run the Clear Checks/Transmittals Process AFTER assigning the New Check Number and New Check Date 

This ensures accurately "Affected Cash" in Financial Management (otherwise these steps do NOT need to be completed).

Stop Payment/Reissue Checks

1. HR → Payroll → Maintenance → Void Check/Repayment/Stop Payment → Stop Payment/Reissue Checks

2. Populate all the fields, as described below:

FIELDS
Opt.
Rec.
Req.Description
Pay Identification——♦Choose the ORIGINAL Pay ID for the Check/Transmittal 
(CANNOT be set as Historical)
Personnel Identification——♦Enter the Personnel ID of the Affected Employee
Original Check Number——♦Enter the Check Number of the Lost/Destroyed Check
Assign New Check Number——♦Enter the Check Number for the Reissued Check 
(Manual Check or a System Generated Check)
New Check Date——♦Enter the Check Date for the Reissued Check 
(Can be Date Issued or Any Chosen Date) 
Opt. = Optional  Rec. = Recommended  Req. = Required


3. Click Select (Cog)

4. View/Print the Confirmation Report

5. Click Set Flags

Additional Steps

  • To Issue the Replacement Check

            1. MANUAL/LIVE CHECK - Write a Manual Check

OR...

2. SYSTEM GENERATED CHECK - Use the system to Generate a Check via the Print Payroll Checks process on the Continue Tab in the Payroll Module's Task Bar. On the Print Payroll Checks Range screen:

  • Select the desired Pay ID in the dropdown
  • Range on Check Number and enter the New Check Number in the From and To fields. (Year-to-Date information will NOT appear on the Replacement Check because the History was already updated for that Pay ID)
  • It may be required for a new Check Register (from the Continue Tab in the Payroll Module's Task Bar) to be printed out so that the updated listing of Check Numbers that were issued for the Pay ID (the NEW Check Number will replace the OLD Check Number) are documented appropriately (keep in mind this report can be run at any time).


NOTE: Someone MUST call the Bank to place a "STOP Payment" on the Original Check, so it CANNOT be Cashed in the future (in case it is presented at a later date).