The County Board hereby establishes the following policy concerning voiding long-outstanding county-issued payment checks.
(A) To print the words “void if not cashed within 90 days of issue date of this check” on the face of the check. Primary purpose is to encourage the current cashing of all county checks and thereby reduce the number of checks long-outstanding.
(B) Six months after the issue date of the check, the Treasurer’s office will attempt to contact the payee of the check to request that the check be cashed. With names and addresses printed on new checks under the computerization program, it should be easier to contact payees.
(C) One year after the original check issue date, any outstanding check will be actually voided. The cash account of the County Fund originally credited for the check written will be increased for the amount of the voided check and a revenue account will be credited for the same amount. Thus, budgetary expenditure accounts will not be affected by this procedure. If a voided check is later cashed by the bank, an accounting adjustment will be made to reduce the Fund cash account and to likewise reduce the revenue account for the same amount.
(D) With the notification on the check and regular follow-up on checks over six months old, it is felt that the number of checks to be voided should be reduced considerably.
(1980 Code, § 40.12) (Res. 95-172, passed 8-17-1995)