Section G ~ Statement 9A

1. Purpose

This Statement outlines the general guidelines under which a stop payment for a payroll check will be placed and a replacement check issued to University employees. This statement also establishes the procedures to be used by employees in making a request for a replacement check.

2. General Guidelines

1. The University Payroll Office generally will stop payment on a payroll check and issue a replacement check for the following reasons:

• Employee has not received payroll check by 5 days after payday.
• Payroll check has been received by the employee, but has since been lost or stolen.
• Payroll check has been received by the employee, but has since been destroyed.

2. The University Payroll Office will only issue a replacement check if the employee completes NC State University Payroll Office Affidavit and Indemnity Bond (Form INV-19, also know as the Stop Payment Affidavit). The employee will be required to provide the check number, check date, and check amount of the original check to complete Form INV-19. If the employee does not know this information, they should contact the University Payroll Office at 515-4350. Form INV-19 must be signed by the employee and witnessed by a Notary Public. A Notary Public will require a picture identification to witness the signature. The University Payroll and Benefits offices employ Notary Publics.
3. Replacement checks will only be released from the University Payroll Office to the employee. The employee must pick up the replacement check from University Payroll Office, show picture identification, and sign for the check’s release. An exception will be made for employees who are located out of town. Employees located out of town can call and authorize the Payroll office to forward the replacement check to a current mailing address.
4. Replacement checks will be issued on the next available compatible off cycle payroll run after Form INV-19 is received at the University Payroll Office.
5. Replacement check requests, Form INV-19, must be properly completed, signed, notarized, and received by the University Payroll before a stop payment can be placed on the original check.
6. There will be no exceptions to the replacement check procedures established in this statement. It is the responsibility of the employee to report lost, stolen, or damaged checks to their department immediately.

    C. Procedures

1. Obtain information about the lost, stolen, or damaged payroll check from the University Payroll Office at 515-4350.
2. If an incorrect address caused the payroll check to be lost, contact the home department to update address information. Even a terminated employee is required to provide NCSU with a current address.
3. Complete a NC State University Payroll Office Affidavit and Indemnity Bond, Form INV-19, in accordance with the instructions under (D) Instructions for Completing the Form INV-19. Affidavits can be downloaded from the Payroll Website, or obtained at the University Payroll Office.
4. Sign the completed Form INV-19 in front of a Notary Public. The University Payroll and Benefits offices employ Notary Publics.
5. Return the completed, signed, and notarized Form INV-19 to the University Payroll, Campus Box 7233, Administrative Services Center.
6. In addition to the affidavit, please provide the University Payroll Office with a phone number to call when the check is ready for pickup.
7. Questions concerning the replacement check request procedures should be referred to the Payroll Tax Manager at extension 5-4369.

    D. Instructions for Completing the Form INV-19

1. Enter "North Carolina" on the line titled STATE OF.
2. Enter "Wake" on the line titled COUNTY OF.
3. Enter the full name of employee to whom the lost, stolen, or damaged payroll check was made payable on the line following the word "I".
4. Enter the check number of the lost, stolen, or damaged check to be replaced on the line following the phrase "check(s) numbered".
5. Write out the dollar amount of the lost, stolen, or damaged check to be replaced on the line preceding the word "dollars".
6. Enter the date of the lost, stolen, or damaged check to be replaced on the line following the word "dated".
7. Select the reason for the request for a replacement check from the provided selections.
8. Enter the dollar amount of the lost, stolen, or damaged check to be replaced on the line following the words "in the sum of".
9. Do not sign the form until a notary is present to witness the signature of the employee to whom the lost, stolen, or damaged payroll check is made payable.
10. A notary will complete the remaining lines on the form and place their seal on the affidavit.