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
  • Provide the check number 
  • Indicate if the check should be reissued or not and why
  • If the address has changed, include the correct address and invite the payee to register in PaymentWorks to get their payee profile updated with the correct information. 

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 uncashed account. 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, please email ps-uncashedchecks@ucsd.edu with the email subject "Unclaimed Payment Reissue Request".
  • Be sure to attach a copy of the check or provide the check number(s) in question. 
  • If the address referenced on the check is incorrect, please provide the correct address.

If a payee states that their check is stolen and has been cashed by someone other than the payee, 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.
  • Overview of this scenario: 
    • Payment Services confirms the check has been cashed, an affidavit form will be provided for the payee.
    • The payee will be required to fill out and submit an affidavit and get it notarized before returning it to Wells Fargo bank.
    • The payee has the option to open a police investigation regarding the stolen check. 
    • Wells Fargo will conduct an investigation and determine if they deem the case fraudulent.
      • It is possible that the bank does not have enough evidence to determine this case fraudulent, in which case the funds will NOT be returned to Disbursements. It will be up to the department's discretion if you would like to reissue payment without a credit from the bank. 
    • If Wells Fargo deems the case to be fraudulent, the funds will be credited back to our Disbursements account and Payment Services will then return the funds to your department. 
    • Your department will then need to resubmit a request for a new payment to the payee. 

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. In the related to field, choose "Check," 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 follow the steps on the Knowledge Based Article (KBA) How to Search Oracle for Invoices, Concur Expense Reports, and Payment Request Status
    • 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. 
• How to request mailing a check with tracking? 
  1. Email paymentservices@ucsd.edu with the subject line "Check Tracking Number Request" and include the invoice number and payee name.
  2. Indicate in your email which service you would like and provide the required information listed below: 
     • For FedEx / UPS that offer tracking numbers and expedited shipping times we need the following information: 
       • Request Project, Task, and Funding Source (if sponsored project)
       • Request Service Type: FedEx or UPS, 2 Day or Overnight
         • Note, some expedited options can be costly, so please indicate if you would like to stay within a certain budget. 
       • Payee Contact Information (name, email address, phone number)
     • For Certified Mail with Return Receipt that offer tracking with normal shipping times (5 business days) we need the following information: 
       • Request Project, Task, and Funding Source (if sponsored project)
       • Request Service Type: Certified Mail & Return Receipt 
       • Payee Contact Information:
         • Ship to Address (if different than address on file)
         • Return Address for Return Receipt to be sent
  3. If your payee has provided you with a prepaid label or their account information for Third Party shipping, you will still need to provide a project / task to charge in the case that the account provided has any issues. 
• 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.