AP Badge #05: Warrant Voids, Cancellations, and Duplicate Instruments-AP Badge #5

AP Badge #5 - PowerPoint

Pdf Summary

Badge #5 explains how Washington school districts handle warrant/check voids, cancellations, stale-dated instruments, duplicates, and related unclaimed property requirements. It distinguishes warrants (issued through the county treasurer, board-approved, produced in district financial software, printed on check stock) from checks (drawn on district bank accounts such as imprest/revolving funds and later replenished by warrant). The lesson focuses mainly on accounts payable warrants.

The document differentiates <em>voids</em> from <em>cancellations</em>. A void typically applies to pre-numbered stock when the physical instrument remains with the district and the item has not been fully processed (often imprest/revolving checks). Voided instruments must be clearly marked “VOID,” retained as evidence, and voided in the district’s software to reverse any related expenditure and warrants outstanding postings.

Once a warrant has been issued/mailed, it cannot be voided; it must be <em>cancelled</em> if it is still outstanding and was issued incorrectly, lost, or becomes stale-dated. Districts must first verify outstanding status using the county treasurer’s Warrants Outstanding Report (or by contacting/accessing county systems). Cancellations are recorded in the current fiscal year in district software, reversing the original posting (debit Warrants Outstanding, credit expenditure). The county must be notified so it can remove the warrant from its outstanding report and positive pay file. District General Ledger account 241 (Warrants Outstanding) should be reconciled to county reports monthly.

For lost instruments, districts may issue <em>duplicate</em> warrants/checks after confirming the original remains outstanding and obtaining a signed, notarized affidavit from the payee attesting to ownership, warrant details, purpose, and nonpayment. The duplicate must be linked clearly to the original cancelled item and the county treasurer notified; for checks, districts should also consider stop payment and bank verification.

Warrants outstanding over one year must be cancelled by board resolution (RCW 39.56.040). Districts should routinely review outstanding lists, attempt to contact payees, and submit stale items for board approval. After one year, districts either remit amounts to the Department of Revenue Unclaimed Property Division (using liability account 630 and electronic payment affecting cash account 240) or retain the funds while still reporting and maintaining permanent records for future claims.

Keywords

Washington school districts

accounts payable warrants

warrant vs check distinction

voided instruments procedures

warrant cancellation process

stale-dated warrants

Warrants Outstanding Report reconciliation

duplicate warrant affidavit

RCW 39.56.040 board resolution

unclaimed property Department of Revenue reporting