Frequently Asked Questions

• I have received a check from a vendor for a duplicate payment. What do I do with this check?
  
  
• I made a purchase that offers a rebate. What do I do with the rebate check?
  
  
• I have collected revenues and deposited them with the Fiscal Office. Now, I need to issue a refund, what do I do?
  
  
• A vendor has returned our check indicating that it is a duplicate payment. What do I do?
  
  
• FAMIS screen 168 indicated that a check has been issued, but the vendor has not received payment. What do I do?
  
  
• FAMIS screen 168 indicated that a check has been issued, but the voucher that I submitted was to the wrong vendor. What do I do?
  
  
• A vendor/employee has a check that is more than 60 days old. Is this check still valid?

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I have received a check from a vendor for a duplicate payment. What do I do with this check?

Identify the duplicate payment and then complete a Deduction from Expenditure Form (AG-211). Attach a copy of the voucher or a print screen of FAMIS screen 168 that identifies the duplicate payment, and send to Cash Management along with the check for processing. Form AG-211 does not need to be signed by an authorized signer.

I made a purchase that offers a rebate. What do I do with the rebate check?

When the rebate check is received, complete a Deduction from Expenditure Form (AG-211). Attach a copy of the voucher or a print screen of FAMIS screen 168 that identifies the original payment, and send to Cash Management along with the rebate check for processing. Form AG-211 does not need to be signed by an authorized signer.

I have collected revenues and deposited them with the Fiscal Office. Now, I need to issue a refund, what do I do?

You will need to complete a Deduction from Income Form (AG-210). This form along with any documentation (copies of checks or receipts, etc.) should be sent to Cash Management for processing. A valid vendor number must be supplied to process a DFI. Form AG-210 must be signed by an authorized signer.

A vendor has returned our check indicating that it is a duplicate payment. What do I do?

Complete a Voucher Cancellation Form (AG-203) and send to Accounts Payable along with the check for processing. Please stamp the check void before sending. Form AG-203 must be signed by an authorized signer.

FAMIS screen 168 indicated that a check has been issued, but the vendor has not received payment. What do I do?

If after allowing for sufficient mail time after the date of the check, the vendor still has not received payment, you will need to complete a Check Request Form (AG-202). The action requested will be: Duplicate Check. Please print on pink paper, attach a screen print of FAMIS screen 168 and send to Cash Management for processing. Form AG-202 does not need to be signed by an authorized signer.

FAMIS screen 168 indicated that a check has been issued, but the voucher that I submitted was to the wrong vendor. What do I do?

You will need to complete a Check Request Form (AG-202). The action requested will be: Stop Payment, No Duplicate Check. Please print on pink paper, attach a screen print of FAMIS screen 168 and send to Cash Management for processing. This payment will be voided on FAMIS and you will need to submit a new voucher payable to the correct vendor. Form AG-202 does not need to be signed by an authorized signer.

A vendor/employee has a check that is more than 60 days old. Is this check still valid?

You will need to complete a Check Request Form (AG-202). The action requested will be: Date of Payment Extended. Please print on pink paper, attach a screen print of FAMIS screen 168 and send to Cash Management for processing. Form AG-202 does not need to be signed by an authorized signer.

 

updated July 22, 2008