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KSRE Employee Resources

EXTENSION ADMINISTRATIVE HANDBOOK - USE OF EXTENSION FUNDS

Chapter 2 Section B6

B6.      Procedure for Canceling an Outstanding Warrant Check

Any warrant check that is outstanding after six months should be considered for cancellation and should be canceled unless reasons are known for delay in processing.

1.    Procedure for canceling a current year’s warrant check:

a.    Write “Canceled Warrant Check” in the expenditures column on KSU 8-6. Enter in the check no. column, the number of the warrant check to be canceled.

b.    In parentheses, enter the amount of the warrant check in the budget column to which it was originally charged. The amount of this warrant check to be canceled will also be posted in parentheses, in column 13, of KSU 8-6.

c.    Subtract the amount of the warrant check being canceled from the column to which it was originally charged from the monthly total of KSU 8-6.

d.    Enter in column 1 of KSU 8-7, in the previous month’s outstanding warrant checks section the number of the warrant check being canceled. In column j, same section, enter the amount of the warrant check to be canceled. This amount will also be included in the total for line 16a and 16, KSU 8-7.

e.    When the above procedure is followed, the current year’s warrant check will be canceled and will not be listed on the following month’s statement (Exhibits B and C).

2.    Procedure for canceling a previous year’s warrant check:

a.    Record on KSU 8-7b, in column b, the canceled warrant check number and the date it was written.

b.    In column C of KSU 8-7b, record the amount of the warrant check to be canceled. This amount will also be included in the total of lines 2 and 4 of KSU 8-7b.  If the warrant check to be canceled was originally issued for an item paid for out of the regular budget, it will also be recorded in column F and included in the totals, line 2 and 4 of KSU 8-7b.  If it was issued for a Non-appropriated fund (Ed Service) item, it would be recorded in column E, Non-appropriated fund (Ed Service), and included in the totals, line 2 and 4 of KSU 8-7b.

c.    After making these entries, do not list the canceled warrant check in the section “Previous Month’s Outstanding Warrant Checks”, (Exhibit B).