Submit a Stop Payment Form

A stop payment is a request for IU’s bank to “stop” a physical check that is waiting to be processed. This process is used with physical check payments only. There are two types of stop payments:

Cancel: Cancelling is appropriate if the details of the payment are incorrect or if the check is no longer needed. E.g., payment made out to the wrong individual, payment issued for the wrong amount, etc.
Reissue: Reissuing a payment is appropriate if the payment was correct but the check cannot be cashed. E.g., the check is damaged, stale (over 6 months old), or needs to be reissued via a different payment method such as ACH.

Verify whether the check has been cashed prior to completing a stop payment request. Visit the Verify Check Status page to learn how.

Detail	Description	Help resource
Required for all requests:
Employee, supplier, or payee name	The full name of the individual or entity the original payment was issued to.	Locate an IU employee's 10-digit employee ID number using the Person Lookup in KFS. Review the Basic Supplier Search page for help locating a supplier's BUY.IU ID number.
Employee, supplier, or payee ID	The unique identifier associated with the payee. This could be an IU employee ID number, a BUY.IU supplier number, etc.
Check number	The unique check number associated with the original payment.	Locate BUY.IU Payment Details Locate Chrome River Payment Details If you are working with a Bursar or Payroll payment, contact your local Bursar office or department Payroll Processor for assistance. If you are a Payroll Processor, contact University Payroll for help.
Check date	The date the original check was issued. For missing payments, we recommend waiting at least one month after the check date to submit a stop payment request. If a check is returned to you or you know a payment was made in error, submit a stop payment form.
Check amount	The amount of the original check.
Situation-specific details:
BUY.IU or Chrome River document number(s)	For BUY.IU payments: the purchase order (PO) and invoice (SI) numbers associated with the payment. For Chrome River payments: the Chrome River report ID.	Locate BUY.IU Payment Details Locate Chrome River Payment Details
How should the new disbursement be handled?	How the new payment will be issued to the payee.	Contact the payee and solicit one of the following: A new remit address that the check should be mailed to. An email address associated with the ACH/direct deposit account they have on file with IU. If you must pick up the check and hand deliver the check or expedite the payment to the payee (i.e., via UPS or FedEx), be prepared to include these details in the Special Handling section of the Stop Payment Form.

Access the Stop Payment Form by visiting the IU Check Stop Payment Workflow One.IU task tile.

Alternatively, you can find a link to the form in the Reference Material Library of the Office of the University Controller’s website. Check the box next to “Cash Accounting” to filter the page. The form is in the Form section.

Either of these links will launch the Stop Payment Form in FireForm. You will be prompted to login with your IU credentials and DUO authenticate, if you haven’t already.

The form automatically adds your information to the Requestor Information section. Enter your phone number and department name in the appropriate fields.

If you are located on the Indianapolis campus, select the radio button next to “Yes” to have the check printed in Indianapolis.

Next, complete the Payee Information section. Enter the original payee’s full name in the Payee Name field. Enter their unique ID number in the Employee/Supplier/Payee ID field.

For IU employees, this ID will be a 10-digit number. For BUY.IU or Chrome River suppliers, this ID will begin with the lowercase “p”. Do not enter critical data, such as an employee’s Social Security Number, in this field.

Reissued payments may only be made out to the same payee as the original payment. If you paid the wrong individual or entity, complete this form to cancel the original payment. Then, return to the payment generation system (BUY.IU, Chrome River, etc.) and initiate a new document using the correct payee information.

Next, complete the Check Information section.

The Check Type drop-down menu provides two options: Invoice/Travel/Bursar—PDP and Payroll—HRMS. If the payment originated in BUY.IU, Chrome River, SIS, or another system connected to the Pre-Disbursement Processor (PDP), select the first option. Otherwise, select Payroll—HRMS.

Enter the remaining payment details in the appropriate fields.

The next section of the form is only required for payments originating in BUY.IU or Chrome River.

Enter a BUY.IU PO number in the PO Number field. Enter a BUY.IU invoice number, which begins with the characters “SI,” or a Chrome River report ID in the Invoice/Payment Document field.

If your request involves a payroll payment, leave these fields blank.

The next section of the form, Current Check Location, will update dynamically depending on the option you select from the drop-down menu. This dynamic text provides instructions for how the original check should be handled.

Next, select the reason you are submitting a Stop Payment Form from the drop-down menu. Pick the reason that best matches your situation. Form fields will update based on your choice.

Option	Description
No Longer Owed (Cancel)	The goods purchased were returned, were never received, or services were never performed. Please provide additional information in the Further Details field.
Paid by Other Means (Cancel)	Payment has been made via another method, such as the P-Card, wire transfer, or bursar credit. Please include the initiating document number of the other payment in the Further Details field.
Reapply to Bursar Account (Cancel)	This is specific to bursar payments. The student presents an IU check to the Bursar and it is accepted and applied to the student's bursar account.
Wrong Amount (Cancel)	The check was issued for the incorrect amount. Payment must be re-initiated through the appropriate system (BUY.IU, Chrome River, etc.).
Wrong or Misspelled Payee (Cancel)	The check was issued to the wrong individual or entity, or the payee's name was misspelled. If the name was misspelled, correct the name in the appropriate system (BUY.IU, etc.) and re-initiate the payment.
Other (Cancel)	If none of the Cancel reasons above fit your situation, please include as many details as possible in the Further Details field.
Damaged (Reissue)	The payee received the payment, but it was damaged during transit and cannot be cashed.
Lost/Never Received (Reissue)	Payment was sent to the remit address on file for the payee but was never received.
Stale Check (Reissue)	The payment was issued to the right payee for the right amount but is more than 6 months old and cannot be cashed.
Other (Reissue)	If none of the Reissue reasons above fit your situation, please include as many details as possible in the Further Details field.

For reissue requests, you must enter details about how the payment should be reissued. Select the appropriate option from the How should the new disbursement be handled? drop-down menu.

Option	Description
Send Check to the Same Address	This option results in the new check being sent to the exact same address as the original payment. This may be appropriate if the original payment reached its destination but was damaged. Always verify your payee's remit address before selecting this option.
Use ACH/Direct Deposit	You will be prompted to enter the payee's email address. If the payee is a supplier and they have not added ACH information to their profile, this email address may be used to invite them to enter their information. If the payee is an employee, select "Send Check to the Same Address" or "Special Handling" instead and explain in the Comments field that this is a payroll payment being reissued via ACH.
Send Check to a New Address	The form will prompt you to enter the new mailing address. Note that entering an updated address on the Stop Payment Form does not update the payee's existing record. It applies to this reissue only. If future payments are expected, ensure the payee's remit address is updated in the appropriate system prior to future payments.
Special Handling	This generates a text field where you can enter details describing how the payment should be handled. Generally, Special Handling requests are held at your campus's Financial or Accounting office for pickup. Special Handling checks are held at UCO Customer Service (Music Practice Building) for the Bloomington campus and Finance and Administration (LV 1173) for IUPUI. You may also enter your campus address to have the check sent directly to you.

Finally, enter any additional details for the Cash Accounting team in the Comments section. This helps the team understand the reason for your request and streamlines processing.

Review the form and click Submit.

You will receive an email confirmation which contains your form data and a form number.

If you have the original check, it must be voided and returned to Cash Accounting. Write your contact information, including your name, phone number, email address, and FireForm number on the check. Next, cut the number strip off the bottom of the check.

Return the check to either of the following locations via Campus Mail:

Bloomington and regional campuses

Indianapolis only

Cash Accounting

Music Practice Building

1024 E 3^rd St.

Bloomington, IN 47405

Finance and Administration

LV 1173

If you receive the original check after the stop payment form has been submitted, follow the check return process above. Do not send the stopped check to the payee.

Cash Accounting will review your form. If additional information is needed, or the form needs to be corrected, it will be returned to you.

Visit the Track a Stop Payment Form page to learn more about tracking your request.

Financial Training & Communications

Submit a Stop Payment Form

Additional links and resources

Submit a Stop Payment Form

Click here to review information you will need to complete the form.

Click here to review a description of each option.

Click here to review a description of each option.

Additional links and resources