Checks, which are called warrants by the State, are used to make payments to one or more payees to whom the University is required to furnish a check, where no services or goods have been provided by the payee and the payment is of non-taxable nature to the payee. Prime examples would be student loans, scholarships and refunds for tuition, residence hall deposits, cancelled conferences and other activities where an advanced deposit or ticket sale was made. Another use is to make small dollar payments for a group of research subjects.
The Warrant Request Form and instructions can be downloaded from SAPPHIRE. Send the original and a copy to the Accounting Office for processing.
Warrants written from this form are not mailed to the payees by Accounting. These warrants are returned to the originating department for proper disposition. The departmental address should be noted on the copy so the warrant can be returned to the proper office.
Checks, which are called warrants by the State, may be cancelled for various reasons - duplicate payments, incorrect payee or amount, payee cannot be located or the warrant was issued in error.
The following distinguishes whether or not a warrant should be cancelled by the Accounting Department.
DO NOT cancel a warrant if:
- There has been an underpayment. In this case another warrant is written for the difference.
- There has been an overpayment and the frequency of the payment to the vendor is twice a year or more. If the amount is material ($50 or more), a refund check is requested from the vendor. If the amount is immaterial (under $50), a refund check or credit memo is requested from the vendor.
- The warrant is ONE YEAR OLD OR OLDER. If a warrant is a year old or older, it must be sent to the State Treasurer’s office by the Accounting Department, whereby Accounting follows the proper procedures to VOID the warrant. A warrant cancellation cannot be processed in this event. In the event of a payee holding an outdated warrant, the warrant payee is referred by the Accounting Department to the Risk Management Office for further assistance.
CANCEL the warrant if:
- Payment is no longer valid or due.
- Payee name or vendor is incorrect.
- Vendor cannot be located.
- Overpayment has occurred and the frequency of the payment to the vendor is once a year or less OR the frequency of the payment to the vendor is twice a year or more and the vendor refuses to issue a refund check or credit memo.
If you need to cancel a warrant, forward the warrant and an explanation of why it should be cancelled to the Accounting Office for processing.
If a check has been damaged to the point where it cannot be cashed, return the damaged check to Accounting for reissue.
If a check has been lost or stolen, the payee must complete the Affidavit Regarding Lost or Missing State Warrants, have it notarized and return it to Accounting so a new check can be issued.
If you have any questions regarding a warrant cancellation or reissue, call Accounting at 472-2881.