Process for External Customers
Payroll Check Reissuance Procedures
This section describes the procedures for reissuing payroll checks that are stale dated, lost or destroyed. Under normal conditions, the general policy for reissuing a payroll check is 10 business days.
Please refer to the External Customer Check Reissuance Process Map (PDF) for a high-level overview of the check reissuance process.
Employee or Claimant
- Complete Check Reissuance form (PDF).
- Attach copy of proof of Identity.
- Provide original stale dated check (does not apply if check is lost).
- Submit to Central Payroll in person.
- Verifies documents for accuracy (1-2 days).
- Verifies original check has not been cashed and issues cancellation (1-6 days).
- Reissues new payment (1-2 days).
- Distributes check to claimant via method requested.
Complete Check Reissuance Form
Normally, this process is initiated by an employee; however, in certain situations, it can be originated by the employee's home department or a third party on behalf of the employee. An employee must begin the process by submitting a completed and signed declaration form for stale dated, lost or destroyed payroll check to Central Payroll Office. The process will begin with Central Payroll Office receiving the declaration form and required identification.
Follow instructions as directed on the form and ensure that information is complete and accurate.
Types of acceptable photo documentation include driver's license, permanent resident card, passport and state-issued identification card.
In addition, the Central Payroll staff must obtain the original check issued if it is stale dated and a copy of a photo documentation to validate the identity of the declarant. In cases where the process was initiated by the home department or a third party, the stale dated, lost or destroyed payroll check declaration form must also be completed by the involved employee. If the request was initiated by a third party on behalf of the involved employee, additional documentation providing authorization may be required. For example, if the request by a third party was initiated due to the employee being out of the country, the third party must provide the Central Payroll Office a power of attorney in order to initiate the process.
Submit to Payroll
The completed form with a copy of photo documentation may be submitted in person at central payroll. The Payroll staff member who receives the declaration form will ensure that the form is complete in its entirety and signed. If the form is incomplete, the Payroll staff must obtain any and all missing information from the form preparer.
Validate Original Check to be Replaced
Upon receipt of the entire completed check replacement request, Payroll Accounting staff will verify that each request has the following:
- Completed and signed declaration form
- Photo documentation
- Original check issued, if applicable
- Additional documentation validating employee authorization, if applicable.
If any of the above-mentioned documentation is not complete or available, the request will be rejected and returned to the Payroll staff who prepared the claim. The Payroll staff will then follow up with the requestor and obtain the missing information from the declarant.
With all the documentation in hand, using the original check data provided by the declarant, Payroll will verify the validity of the check data in Payroll Production System (PPS). Payroll accounting staff will verify the following:
- Check issue date
- Check amount
- Pay period involved
- Pay date involved
Central Payroll will research the check and validate the check reissuance request resulting in one of four possible categories:
- A replacement check was issued and has been cashed or presented to a bank – obtain a copy of the replacement check from Disbursement Department. Inform the employee or declarant that the original check was previously replaced and has been cashed or deposited with a bank. Provide a copy of the check to the employee or declarant.
- A replacement check was issued and is still outstanding or unpresented – if the replacement check is still valid, not stale dated, inform the employee or declarant that the original check was previously replaced and has not been cashed or deposited with a bank. Advise the employee or declarant that the replacement check is still valid. Provide a copy of the check to the employee or declarant.
On the contrary, if the replacement check is stale dated, contact Disbursement Department to place a stop payment order and obtain a copy of the stop payment confirmation and obtain the general ledger account number which the check was canceled.
- A replacement check was issued and was canceled – contact Disbursement Department to obtain a copy of the stop payment confirmation or check cancellation documentation, and obtain the general ledger account number which the check was canceled
- No replacement check was issued – A replacement check will be processed
Place Stop Payment Order
If it was determined that the check is the original payroll check (meaning, not previously replaced or reissued), a stop payment will be processed in the Payroll Personnel System. Please note that a stop payment order is effective immediately.
A replacement payroll check will be processed using Payroll Process System (PPS) or the Berkeley Financial System (BFS). Nonetheless, all replacement checks will be processed using BFS and not through PPS.
Distribute Replacement Check
After the replacement check has been issued, employee or claimant will be contacted. The check will be mailed to the employee or claimant.