A stop payment request may be submitted if the check was:

  1. Lost, stolen or damaged,
  2. Payee has not received the check at least 30 days from the date the check was issued, to allow for check audit and mail delivery,
  3. A check was sent in error,
  4. Check has not been cashed for more than 180 days since the check issue date.

All void/reissue requests must be submitted to AP via ServiceNow. This form is for internal users only. If you do not have a Georgia Tech email address, please submit a request via the Supplier Portal.

Follow these guidelines to ensure your request is processed smoothly:

Required Information

  • Reason for void request
  • Check #, Invoice (INV) #, or Expense Report #
  • Name of the payee
  • Remit address

Essential Steps

  • The check must be in an unreconciled status.
  • Address/Name Issues: Correct any address or name issues in Workday before submitting a reissue request. AP Accounting does not make changes to Workday address profiles, including those of vendors/suppliers, ECM, or employees.
  • If requesting a void with no reissue, the related invoice or Expense Report may need to be canceled to prevent payment reissue.
  • AP Accounting cannot cancel or make changes to invoices after the 30-day closed accounting period.

Reissue Options

  • Check: A new check will be issued to replace the previous one (any address issues must be corrected prior to submitting a reissue request).
  • Paymode: To reissue a payment via Paymode, the vendor/supplier must have an active Paymode profile in Workday. Note that AP Accounting does not update the default payment type.
  • Wire Transfer: For wire transfers, the vendor/supplier must be listed as a Foreign supplier in Workday.

Check Handling

  • All checks are mailed via US Mail.
  • Department Pickup Request: Provide the name and email of the GA Tech Associate who will pick up the check for the payee.
  • Inter-Office Request: Please provide the Department Mail Code to which the new check will be forwarded.
  • If a check is being reissued more than 3 times, the department must pick up the new check and send it to the payee via a different mailing source (e.g. FedEx or UPS).
  • Due to mailing limitations, AP can only mail checks via regular US Mail.

Payees are not able to claim checks in person at Procurement & Business Services.