Loyola University Chicago

Financial Services

Procedures For Fraudulent Checks

If a check is not received, the payee receiving the check would contact the appropriate department who issued check, Accounts Payable, Payroll or Bursar’s Office.
That department would need to get a copy of the check to see if it has been cashed.  This is done by contacting University’s General Accounting Department.
If the check has been cashed, a copy of the check, back and front would be printed.
A copy of the cashed check should be given to the payee to verify whether they endorsed and cashed the check or not.
If the payee did not endorse and cash the check, the Fraudulent Check Affidavit would need to be completed by the payee.  Once completed the affidavit would need to be notarized, it is up to the payee to have this done.
Once the original notarized affidavit is returned, the original along with a copy of the check would need to be sent to University’s Cash Management Services (CMS).  CMS will forward the affidavit to PNC Bank for investigation.  Keep a copy of all forms for the department and give a copy to the disputing payee.
It is up to the discretion of the issuing department’s manager if and when a replacement check is reissued.
A fraudulent check investigation could take between two weeks to a year to be resolved. CMS will let the issuing department know when the funds have been returned to the University.
If you have any questions, please contact Cash Management Services at 312-915-7004 or via email at CashMgmt@luc.edu
Related policies can be found on the CMS Website.
Updated: April 25, 2012