Administrative Procedure 8.681 Administrative Procedure 8.681 abolished on 2016-05

No current Procedure.


Cancellation of University of Hawaii General Account Checks


Administrative Procedure Chapter 8, Business and Finance
Administrative Procedure AP 8.681, Cancellation of University of Hawai‘i General Account Checks
Effective Date:  March 2016
Prior Dates Amended:  July 2001
Responsible Office:  Office of the Vice President for Budget and Finance/Chief Financial Officer
Governing Board and/or Executive Policy: EP 1.102, Authority to Manage and Control the Operations of the Campus
Review Date:  August 2018

I. Purpose

To describe the process to record the cancellation of a University of Hawai‘i General Account (UHGA) check.  A check may need to be cancelled (voided) for various reasons, such as errors in the payee name, amount, or other discrepancies.

II. Definitions

Check - A check issued from the UHGA at the Bank of Hawai‘i.    Except for payroll and checks issued by the State of Hawai‘i, all University payments regardless of funds are made from the UHGA.

III. Administrative Procedure

A.  Fiscal Administrator Responsibilities

    1.  Fiscal administrators void checks by writing "VOID" across the face of the original check.

    2.  Fiscal administrators prepare the Stop Payment/Cancellation Request Form, GALC-625.  The completed GALC-625 and voided check (if available), are submitted to General Accounting and Loan Collection (GALC) for processing.
B.  General Accounting and Loan Collection (GALC) Responsibilities

    1.  GALC will cancel the check in the Kuali Financial System (KFS) upon receipt of the GALC-625 form.

    2.  The cancellation of a check from prior year general funds reverts to the State Treasury.  All other funds held within the University of Hawai‘i reverts to the original fund.

IV. Delegation of Authority

There is no administrative specific delegation of authority.

V. Contact Information

General Accounting and Loan Collection, 956-8278, or

VI. References

View version abolished on: 2016-05-19

    A. Link to superseded Executive Policies in old format
    B. Link to Administrative Procedures in old format

VII. Exhibits and Appendices

Attachment 1:  GALC-625, Stop Payment/Cancellation/Reissue Request


    Kalbert Young    
    March 18, 2016    
    Vice President for Budget and Finance/Chief Financial Officer


check; UHGA; void