Cancel/Reissue Checks
Included on this page:
Reissue of a check that has been lost, stolen, damaged or stale-dated
(6-12 months old). This is an exact duplicate of the original earnings and
deductions.
Lost/Stolen Checks
- Send Email to payme@u.washington.edu
with subject line reading:
Cancel/Reissue, Unit ### (### is your PUC).
- Email should include the following information:
- Name
- EID
- Check number (damaged check)
- Check amount (damaged check)
- Contact information
*Employees can find this information in ESS.
https://www.washington.edu/admin/payroll/ess/ess.cgi
*Payroll Coordinators can find this information in Employee Overview in
OPUS.
Damaged/Stale-Dated Checks
- Return the check to the Payroll Office.
- Include a note with the following information:
- Name
- EID
- Check number
- Check amount
- Contact information
Cancel/Reissue checks take 1-2 business days to process. Employees picking
up their own check must show picture ID before the check is released to
them. The Authorization Card is needed for Payroll Coordinators.
- What happens when a check is more than 12 months old?
-
If a check is more than 12 months old, our accountants must verify that it
is still outstanding on the bank statement before a replacement is issued.
After this is verified, a check is then requested from General
Accounting.
- What is the difference between a cancel/reissue check and other
emergency checks?
-
A cancel/reissue is an exact duplicate of the original earnings and
deductions of a check that has been lost, stolen, damaged or stale dated.
Emergency checks are usually processed for employees missing an entire
paycheck or to correct a gross underpayment.
- What happens to a direct deposit that has been cancelled?
-
If a direct deposit has been cancelled due to a bank reject (i.e. invalid
or closed accounts), the employee will receive a cancel/reissue check.
Note: The bank MUST return the money to the University of Washington
before a cancel/reissue check is processed.
https://prp.admin.washington.edu/ess/uwnetid/directdeposit.aspx
- What happens when a check goes to the State?
- When a check is more than 18 months old and there was a due diligent
effort to contact the employee with no success, the University of
Washington transmits the funds to the Washington State Department of
Revenue Unclaimed Property (http://ucp.dor.wa.gov/). At this point,
it is up to the employee to claim their funds from the State.
