Learn how to void a check payment
Dec 4, 2023
To void a payment, your role must have Pay permissions, and you must be a verified user on the bank account originally used for the payment. You must be logged in to the desktop website to void payments, you cannot void payments in the mobile app.
Note: If you are going to reissue a voided payment, be sure to make any necessary changes to the vendor, such as pay to, address, email address, etc. before reissuing.
Void check payments
When you void a check payment, we place a stop payment on the check, so we recommend that you provide the voided check number to your vendor and instruct them not to cash the voided check.
- Select Payments Out in the navigation menu
- Select Void under the Actions column
- If you don't see void under the Action column, and you have void permissions, the payment has already cleared. Select the payment confirmation number to check the status
- Select to Remit or Reissue
- Remit - the funds will be returned to the originating bank account
- Reissue - a new payment using the same funds will be sent to the vendor, with any new vendor details (for instance, new address or payment method)
- Enter a reason for the void
- Select Submit Request
Notes:
- When a check is returned, users that are verified on the originating bank account get an email notification
- Checks are printed with the words Void after 90 days. On the 91st day after the date of issue, the check expires. BILL will automatically void the payment, return the funds to your bank account, and update the associated bills as unpaid.
Options for dealing with a missing check
If the vendor has not yet received their check, there are three (3) options:
- Continue to wait for the vendor to present the check for payment
- This is recommended if check 'arrives by' date is several days prior
- Void the check and credit the funds back to your account
- Void the check and reissue a new payment to your vendor with any new vendor details (for instance, new address or payment method)
Void check service fees
A check that's been lost in the mail
A check payment that's lost in the mail, hasn't been received by the vendor, and hasn't been returned to sender (BILL).
- Checks that aren't cashed within 90 days will auto-void, and there are no fees on auto-voided checks
- If you choose to void the lost check before the 90 day auto-void, there'll be a $ 25.00 service fee to issue a stop payment
- Higher fee for these check voids, compared to returned checks, because there's a higher risk when check hasn't been returned to us by USPS and we have to take steps to ensure the check isn't cashed
A check that's been returned to BILL by USPS
A check payment that was sent to an incorrect address and was sent back to BILL by the post office, marked as undeliverable.
- There'll be a $ 3 service fee to void and reissue a check returned to BILL by the USPS as undeliverable.
- There's a lower fee for lower risk on these because the check has been returned to us and we can destroy it, so there's no chance of it being cashed, but there's a cost to reissue.
- If you don't want to reissue, and just simply void and have funds returned to you, there's no fee.
- Fees don't apply to:
- ACH, International wire, virtual card, and RPPS cancellations or voids
- Check void requests that aren't processed
- Void & credit: USPS-returned checks that'll be voided and funds credited back to the account
- Expired checks (checks that auto-void after 90 days from the date of issue)