For Departments on FMS, Cheques are posted on the 15th of the month and at month end.

We cannot account for the postal system and cannot commit to a time period as to when a cheque will reach its destination.

The payment advice has an address field that is completed by a department and that is the address that will be printed on the cheque stub. This office does not keep record of the addresses were cheques are posted to. Departments can find the information on the copy of the payment advice that is kept in their office.

This office only acts on completed documents compiled by a particular department regarding the re-issue of a cheque that has to be submitted to this office. The onus rests on the department to compile the 1084 form, and 10b form and submit the request to this office with a copy of the stop payment or original cheque as supporting documentation. In order for this office to generate a replacement cheque, please note that the cheque control section is the only component where a replacement cheque can
be issued.

We suggest that a 15 working day waiting period lapses before a stop payment is requested. Once a stop payment is instated the transaction cannot be reversed.

A Department generates a payment according to an original invoice. A complete cheque cancellation must be processed, and a new payment advice must be compiled and captured at your Institution.

This office needs proof of identity of the executor of the Estate. The majority of cases are handled by a Magistrate Office. The Magistrate concerned will provide a letter with a file number of the estate late quoted on the letter, and a copy of that letter is needed to generate a replacement cheque.

Requirements for a deceased estate in order for a payment to be generated:

1. A 1084 (Payment Advice)
2. A 10b form
3. Stop payment or original cheque
4. Copy of Executer’s/Magistrate appointment letter
5. Certified copy of ID should the executer be a family member or marriage certificate in the case of the spouse
6. Certified copy of Death Certificate.
7. The re-issue codes are: 0015/201946/KN/ZN..............

This department will refer all queries to the department were the services were rendered. Departmental officials must supply payment information and follow up on non payments. All departmental officials must ensure that the names and telephone numbers of the officials working in the cheque control section are not supplied to the public.

If a duplicate payment was generated or an erroneous payment generated, the original cheque must be cancelled and returned to this office with a 10b form allocating the funds to the department’s objectives. This office will journalise it accordingly on receipt of the 10b form and cheque.

Please note that cheques are valid for 6 months and are only regarded as stale after that period. Request for a re-issue can be submitted by supplying a completed payment advice (1084 form) and 10b form and the original cheque or a copy of the stop payment.

To obtain a copy of a cheque involves two steps:

1. Copies of cheques are only issued to officials performing audit/fraud investigations. A verification request must be submitted to establish if the cheque was negotiated.
2. After it has been established that the cheque has been cashed a schedule must be compiled in the following manner:
   1. Requested by:
   2. Telephone number:
   3. Department:
   4. Date requested:
   5. Payee:
   6. Micro number (not KN or ZN numbers):
   7. mount:
   8. Cashed date:
   9. Comments:

NB: Departments have to do the verifications themselves where there are lists of cheque numbers involved, this can be done by scrutinising the orders payable closed months reports 44 which are kept in the Cheque Control Section.