Cash Control Workflow Instructions


Check Status Workflow

Basic Information

Requested by: Your Name. This information should have automatically populated from your CAS logon.
Email: You may change this value, but any edoc alerts will be sent through workflow.
Department: It might help to note this value if you need to find all your areas stop requests.
Phone: Your phone number. This information should have automatically populated from your CAS logon.
Fax: Your fax number. 10 digit number required.
Payee: Check Payee
Empid/PayeeID: If known. Do not attempt to enter a ssn. The form will not allow 9 digit numbers.
Check Type: The form will default to PDP disbursements. You will only need to change this button for Payroll checks.
Check Number: There are restrictions on this value. Click on Help for specifics. You will be notified if you are outside the valid range.
Check Date: Required format noted below text box (mm/dd/yyyy or m/d/yyyy)
Check Amount: Number format
PO Number: Optional
Invoice/DV: Optional

Decisions

Check Copy Needed?:

  • No, I don't need a check copy: Cash Control will only respond with the status of the check.
  • Yes, If checks have paid, fax a copy: Cash Control will respond to the document and fax a copy of the check. The form will default to the same fax number you entered above.

Add additional check?:

  • No: You will continue normally. (default)
  • Yes: You will have the option to add up to six additional checks to one status request. The payee must be the same on every check. This is similar to the previous form.
    • An additional drop down will appear allowing you to add a certain number of checks.
Submission and Routings

Submit will route the e-doc normally.
If you Save and come back to document later there will be Approve, Save, Complete, Cancel, Submit, Save, and Cancel buttons.

  • Approve, Complete and, Submit all function the same at this point.

If you decide that you need a copy of the check you may request a copy before final approval the document. Add a note and select Return to Previous--CC.CashControlReview.

 

Document is searchable under regular KFS search. See: How do I find my Cash Control Workflow Document?

Stop Payment Workflow

Basic Information

Requested by: Your Name. This information should have automatically populated from your CAS logon.
Email: You may change this value, but any edoc alerts will be sent through workflow.
Department: It might help to note this value if you need to find all your areas stop requests.
Phone: Your phone number. This information should have automatically populated from your CAS logon.
Fax: Your fax number. 10 digit number required.
Payee: Check Payee
Empid/PayeeID: If known. Do not attempt to enter a ssn. The form will not allow 9 digit numbers.
Check Type: The form will default to PDP disbursements. You will only need to change this button for Payroll checks.
Check Number: There are restrictions on this value. Click on Help for specifics. You will be notified if you are outside the valid range.
Check Date: Required format noted below text box (mm/dd/yyyy or m/d/yyyy)
Check Amount: Number format
PO Number: Optional
Invoice/DV: Optional

Decisions

I have the original check:

  • Yes: The form will notify you that a stop payment is not required. Note the document id (number) on the check and complete the form. Return the check to the address provided and Cash Control (or IN OFS) will route the document by treating the returned check like a stop payment. A stop payment costs Treasury a fixed amount per request. If for some reason the check is lost in transit Cash Control will process a stop payment. The enroute edoc will record the request beyond the check being returned.
    • If the check you have has already been stopped previously it does not need to be tracked with this workflow. The first stop has already canceled this check. Please return using the undeliverable check return form.
  • Yes-Stale (6 months old): The form will ask you to note the document id on the returned check. Cash Control will process a KFS document for the stale check immediately and file the stale check into archives.
  • No: You will continue normally.

Reason for Request:

The options listed should encompass most stop payment situations.

 

Use the simplest explanation as the reason and elaborate using the comments box.
Make a note of the --> Reissue or --> Cancel after each option.This is the required course of action for each situation.
Examples:

  • A check cannot be reissued to a different payee or amount. --> Cancel
  • A new disbursement will have to be created when making a wire payment. --> Cancel
  • A check cannot be cancelled because it is stale. A check being stale does not matter when processing a cancel.
  • See Cash Control FAQ

The Other option should rarely be used. If Other is selected the Comments box is required for both cancels and reissues.

Cancel Or Reissue

No modification needed. You are only able to edit this value when Other is selected.

Comments

This box is only required when requesting a cancellation. The Reason for Request is the critical decision point. We do not need an explanation of how a check was lost or damaged, but more a more detailed explanation of why a payment is not due or how it was paid by other means will help the process along.

Reissue to: (if reissue is selected)

Address to send duplicate check

Only Name and Address Line 1 are required

  • This is to allow for reissues to Direct Deposit. An active direct deposit must already be in place, see Check FAQ.

Name will default to the Payee entered above. If you need a care of designation you may add it to Address Line 1 or add c/o to the Name.

  • This is not a mechanism to change the payee name on the check. We cannot stop a current disbursement and reissue it in another name. See Cash Control FAQ.

DVs only have two address lines. If you are requesting a reissue of a stale check please limit the address to two lines. Normal stop payments may have three lines since the check is manually addressed. See Stop Payment Procedures.

 

You may leave country blank if domestic

  • If you enter any value besides USA, US, U.S.A. or United States a prompt box will alert you to Treasury’s wire policy. If you wish to reissue a new check you can click through the alert.
Submission and Routings

Submit will route the e-doc normally.
If you Save and come back to document later there will be Approve, Save, Complete, Cancel, Submit, Save, and Cancel buttons.

  • Approve, Complete and, Submit all function the same at this point.

You will receive an FYI when the request is complete. The document will include the actions taken and a new check number if applicable.

 

Document is searchable under regular KFS search. See: How do I find my Cash Control Workflow Document?