Policy

Stop Payments must be reported directly to payroll as soon as possible in order for payroll to take the appropriate action. This will help to prevent overpayments, expedite the replacement of lost or stolen checks, and help correct inaccurate payments.

Process

The Stop Payment Form is located on the Finance web site. It must be completed and faxed to Payroll at 851-2901. Payroll will place the stop payment on live checks or process an ACH reversal for direct deposits. If the check was not cashed or the deposit was not withdrawn, Payroll will reverse the entry in PeopleSoft and replace the check if needed.

If the check was cashed, Payroll will inquire whether forgery paperwork is required or overpayment recovery is needed. If the direct deposit has been withdrawn by the employee, Payroll will begin the overpayment recovery process.

Workflow

Required Steps and Field Descriptions

Steps

1. Complete forms and fax them to Payroll.

2. Payroll places a Stop Payment or ACH Reversal.

3. If Stop is good, Payroll replaces check if necessary.

4. If Stop is not good (Check cashed or ACH withdrawn), Payroll contacts DA for next steps.

Field Descriptions

Check Number: Appears on Manager Self Service Pay Register.

Deposit Number: Appears on Manager Self Service Pay Register.

Pay Period Begin Date: Appears on Manager Self Service Pay Register.

Pay Period End Date: Appears on Manager Self Service Pay Register.

Net Amount: Appears on Manager Self Service Pay Register.

Reissue

Do you want Payroll to reissue a check if a Stop Payment is confirmed? YES or NO

If your answer is YES:

Would it be the same amount?
Would it be a different amount? If it’s a different amount, please submit the following information:
- Earn Code
- Hours to pay
- Amount

Describe the reason for the Stop Payment. Please write or print legibly. Be as detailed as possible.

Exercises

Exercise 1
Sample Completed Stop Payment Form (Coming Soon)

Scenario: Termination paperwork was received after the run of the pay cycle. A Stop Payment needs to be issued on the live check. A replacement check for 50% of the original check is requested. Please complete both the Stop Payment Form and the Pay Error Correction Form.