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

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Video Summary

Badge 5 in WASBO accounts payable covers voids, cancellations, stale-dated warrants/checks, and issuing duplicates for lost instruments, plus unclaimed property considerations. A warrant is drawn on the county treasurer and must be board-approved; a check is drawn on a bank account (typically impressed/revolving funds) and later replenished by warrant.<br /><br />“Voids” apply when the district still has the physical pre-numbered stock (e.g., misprints) and are reversed in the district’s software; keep the voided document for number sequencing. “Cancellations” apply after a warrant has been issued/mailed and must still be outstanding. Districts must verify outstanding status via the county (report, call, or website), process the cancellation in the current fiscal year, notify the county to remove it from outstanding/positive pay, and reconcile GL 241 (Warrants Outstanding) to the county report monthly.<br /><br />Duplicate warrants/checks require verifying outstanding status and obtaining a signed, notarized affidavit of loss; for checks, consider stop payment costs. Warrants outstanding over one year must be canceled by board resolution, while unclaimed property remittance generally occurs after a two-year dormancy (one year for payroll).

Keywords

WASBO Badge 5

accounts payable

warrant vs check

voids and cancellations

duplicate lost instruments affidavit

unclaimed property dormancy