Bank Checks

Writing Checks

Make sure you have an adequate balance for the amount of the check(s) you are writing.
Fill out the check stub completely. Enter your organization name, the check number, date, payee, amount, an explanation of expense, and appropriate signatures. There is less opportunity for misuse of organization funds if more than one organization officer signs a check. Do not fill out the written amount of the check--we have a check protector machine for that purpose. To number the check, put your four digit account number in the first blank and consecutively number the second blank with your four digit check number. Based upon recommendations from UT auditors, the Student Organization Bank will not permit self-reimbursement on amounts over $50.
Bring your ledger sheet up-to-date by entering the date, the payee (under "Description"), the check number, the amount, and the new balance, all in the proper columns. Explain all miscellaneous entries.
Get the check countersigned by the accountant in our office. The bank will not pay a check that has not been registered and countersigned. The Student Organization Bank ensures that only authorized individuals sign checks and that the organization has sufficient funds to cover the check.
Check your new balance with the accountant to maintain correct current balance.

There is no need to void a check that has not been recorded and registered by the accountant. Simply tear up the check, mark the check stub to indicate the check was not used, and use the same number on the next check.
You may void a check only when you have the check to return to the accountant. If you don't have the check to return, you must instead request that payment be stopped by completing the appropriate form available in the office.
Using a red pen, enter the date of the void on your ledger sheet, write "VOID" plus the payee's name under "Description".
Enter the check number and put the amount in parentheses (indicating a reverse entry) in the CHECK column. Add the amount of the void to your old balance and put your new balance in dark ink.
Present the void check to the accountant and verify your new balance.

A stop payment request form must be filled out by an authorized representative on the bank account.
A $25 fee for stop payment is required. An organizational check payable to Student Activities and Leadership Development or cash is acceptable.
A receipt will be provided to the organization when the stop payment request form and check is given to the accountant.
Allow three to four working days for credit to be made to the organization's account. The accountant will place a notification in the organization's bank folder indicating they have received credit for the check that was stopped.
The organization cannot stop the payment if the check has already been paid. If this happens, the organization will receive a refund on the $25 stop payment charge.