Check Writing

To minimize the possibility of misuse and provide for the detection of errors or losses that may occur:
No blank checks will be presented to any authorized person for signature. No counter checks are to be used.

1. The person who is responsible for writing (typing) the checks will not be responsible for reconciling the bank statements, and signing checks.
2. A stop payment will be requested on all lost, stolen and/or missing checks. A replacement check will be processed until confirmation of stop payment has been received from the issuing bank.
3. Checks will be prepared in ink or typed. Significant errors in the preparation of a check will require that the check be voided. All voided checks will be recorded along with the other checks in the cash disbursement journal in chronological order. Voided checks should be filed with the bank statements.
4. The cash disbursement journal must include the following information: date check written, check number, payee, check amount, and account code (classification).
5. Bank statements shall be reconciled on a monthly basis. The back of the canceled check should be examined periodically to verify endorsements.
6. All blank or unused checks will be maintained in a locked and secured place.