Reimbursement for these fees are allowable. The bank statement listing the fees may be used as a receipt for the reimbursement. This is the only exception to the rule that requires original receipts. Use object code 03-69 for bank fees reimbursement.

Reconciling Your Bank Statement

Reconciling the bank statement determines the outstanding check balance for the reconciliation.

Checks that has not been accounted for is considered "outstanding". Outstanding checks are accounted for on the reconciliation form to balance the fund. This information is also necessary for recording 'stale-dated' checks.

Deposits not yet appearing on the statement must be accounted for in box 2 of the reconciliation form.

Voiding Checks

Generally, void a check before it has been reimbursed. Do not include it in your reimbursement request. Record the check in your check book and file it for reference. Note it was voided and enter the amount as zero. Write VOID across the face of the check. Tear or cut the signature line off the check.

Cancelling a Check

A written request from the recipient is required stating a reason why a check needs to be cancelled and reissue (i.e. never received, lost, destroyed, etc.). Make notation in your checkbook that a reissue was made and the original was not returned. Do not process a reimbursement for the replacement check if the cancelled check has already been reimbursed.

If the cancelled check has already been reimbursed and it's not going to be replaced, enter the check in the next reimbursement request as a credit. Complete a voucher with an explanation of why the check was cancelled. If the cancelled check has never been reimbursed, do not include it in the reimbursement request. Claim reimbursement for the replacement check.

All cancelled checks must be kept in your files. Use a dummy of the cancelled check with the other checks and note the reason for cancellation if a copy cannot be provided.

Do not destroy any checks. Unused checks from a closed account is an exception . Shred those checks an put a note in your files of the check number range that was destroyed.