Check Payments through UC San Diego

To verify check payment status, log in to PaymentWorks (login required).

For all other questions, contact us via the Services & Support portal.

To receive a copy of a cashed check, submit a request via the Services & Support portal.

Please provide the following information with your request:

• Check payee complete name
• Check number
• Associated document, invoice or travel number if applicable.

The turnaround time to receive a copy of a cashed check is 3-5 business days.

If a check was lost, torn or issued in error, you may request a cancel/ stop of that payment.

Contact the right department for your check type:

• To cancel/ stop a payment on paychecks, contact Payroll at (858) 534-3247
• To cancel/ stop a payment on student checks, contact Student Financial Solutions, (858) 822-0477
• To cancel/ stop a payment on travel checks, submit a request via the UC San Diego Services & Support portal
• To cancel/ stop a payment for all other Disbursement checks, submit a request via the Services & Support portal
  
  • Fill out the void payment form
  • Include all requested information on the form
  • Indicate if the check should be reissued or not and why
  • If the address has changed, include the correct address on the form

The turnaround time to process a cancel/ stop payment request is 3-5 business days. In urgent situations, checks may be canceled and reissued within 24 hours.

Checks become stale-dated after 180 days from the payment issue date. Stale dated checks become non-negotiable and can only be reissued with proper permission from the payee. Once a check becomes stale dated, outstanding funds are moved to an internal unclaimed account and payment is canceled. Department funds will not be credited back. This payment is still considered a liability for the University, therefore payment is still outstanding.  Payees can request the reissue of an uncashed stale dated check by contacting the correct payment team.

Contact the right department for your check type:

• To request a payroll check to be reissued from Unclaimed, contact Payroll at (858) 534-3247
• To request a student check to be reissued from Unclaimed, contact Student Financial Solutions, (858) 822-0477
• For all other requests contact Disbursements by submitting a request via the Services & Support portal.
  • Fill out the Unclaimed request form (PDF) and attach to your request

If a payee states that their check is stolen and has been cashed by someone other than the payee, the payee will be required to fill out and submit an affidavit to Wells Fargo bank. Wells Fargo will conduct an investigation and provide Disbursements with a resolution.  

Contact the right department for your check type:

• To report a stolen paycheck, contact Payroll at (858) 534-3247.
• To report a student check stolen, contact Student Financial Solutions, (858) 822-0477.
• To report all other checks stolen issued by Disbursements, submit a request via the Services & Support portal.
  • Steps taken by Disbursements - Payment Services team: 
    • Payment Services confirms the check has been cashed, an affidavit form will be provided for the payee
    • The payee will fill out, sign and return the form to Wells Fargo via mail as well as via email to the Payment Services team
    • Wells Fargo will conduct an investigation to determine the status of the reported stolen check and confirm investigation results with Disbursements - Payment Services team.

The turnaround time for an investigation for a stolen check can take up to several weeks, this is at the discretion of Wells Fargo. A payment cannot be reissued until the bank determines the status of reported stolen check.

• How do I contact Payment Services?
  • Submit a Services and Support ticket to Payment Services to request the payment be reissued. For the quickest routing, enter "Banking, Cash, and Card Products" in the about field, "Outgoing Payments" in the related to field, and select the most appropriate option for the more specifically field. 
• What is a mailed check's timeline?
  • Checks are usually mailed on the day they are issued and can take up to 3 weeks to be delivered.
  • If it is past 3 weeks from the issue date, and a payee has still not received their check, please submit a Services and Support ticket to Payment Services to request the payment be reissued. For the quickest routing, select the appropriate fields, see above for additional information. Be sure to include check number and/or invoice number along with the correct address to mail the check to. 
• How can I find out if a check has been issued? 
  • For payees, they can log into PaymentWorks to view status of checks issued.
    1. They can find instructions on how to do so here.
    2. Payees will see the following status codes:
       1. Accepted (Invoice has been recorded in Oracle) 
       2. Exception (Invoice is on hold, awaiting resolution)
       3. Approved For Payment (Invoice has been scheduled for payment)
       4. Rejected (Invoice will not be paid)
       5. Paid (Invoice has been paid)
    3. Please note, payees do NOT need to upload invoices into PaymentWorks, they integrate from Oracle for easy viewing.
  • For UC San Diego employees, please log into Oracle to view the payment status. You can do so by following these steps:
    1. Open the Oracle "Accounts Payable Invoices" Module and search the invoice. 
    2. Confirm the invoice has been "workflow approved" and "validated."
    3. Open the invoice and select the "Payments" tab in the invoice to view the payment number and details.
    4. If the invoice has not been workflow approved and validated, a payment has not issued. For inquiries on this, open a Services and Support ticket with our Accounts Payable team for information with the service offering "Supplier Invoice Status."
• How to confirm if a check has been cashed?
  1. Open the Oracle "Accounts Payable Invoices" Module and search the invoice. 
  2. Confirm the invoice has been "workflow approved" and "validated."
  3. Open the invoice and select the "Payments" tab in the invoice to view the payment number and details.
  4. If payment status listed is "Cleared," the check has been cashed. 
  5. If payment status shows as "Negotiable" and it has been 3 weeks since the issue date, submit a Services and Support ticket to have the payment reissued. For the quickest routing, enter "Banking, Cash, and Card Products" in the about field, "Outgoing Payments" in the related to field, and select the most appropriate option for the more specifically field. 
• How to confirm the address a check was mailed to (remittance address)?
  
  1. Open the Oracle "Accounts Payable Invoices" Module and search the invoice. 
  2. Select the "Payments" tab in the invoice. 
  3. Under the "Address" column, the remittance address will be listed. 
• How long does a payee have to cash a check? 
  • Checks are valid for cashing for 180 days. After 180 days checks become stale dated and will be rejected by the bank. Please submit a Services and Support ticket to Payment Services to request the payment be reissued if you notice one has become stale dated. For the quickest routing, enter "Banking, Cash, and Card Products" in the about field, "Outgoing Payments" in the related to field, and select the most appropriate option for the more specifically field. 
• How to request a payment reissue?
  • UC San Diego highly encourages suppliers switch to an electronic payment method for future payments, such as Direct Deposit(ACH) or Virtual Card. 
  • Please verify the remittance address the check was sent to.
    • If the address is incorrect, please have payee update the address via PaymentWorks. If the payee has not been invited to PaymentWorks, please do so by following these instructions. 
  • Submit a Services and Support ticket to Payment Services to request the payment be reissued. Be sure to include the check number and correct remittance address. For the quickest routing, enter "Banking, Cash, and Card Products" in the about field, "Outgoing Payments" in the related to field, and select the most appropriate option for the more specifically field. 
• What are the payment terms for a supplier enrolled in the check payment option?
  • Please see the Payment Options page for information regarding payment terms.