Resolution 2006-115 STATE OF ILLINOIS )
)ss
COUNTY OF KENDALL )
RESOLUTION NO. 2006- �1
RESOLUTION
APPROVING A CHECK REPLACEMENT POLICY
WHEREAS, the City Council of the United City of Yorkville has considered and
discussed establishing a policy concerning a check replacement policy, and
WHEREAS, the City Council has determined that it desires to establish such a
policy, and
WHEREAS, the text of the policy the City Council now desires to establish
concerning check replacement is set forth on the attached Exhibit "A" which is
incorporated herein, and
NOW THEREFORE, upon Motion duly made, seconded and approved by the
majority of those members of the City Council voting, the Check Replacement Policy is
hereby approved by the City Council of the United City of Yorkville in the form set forth
on Exhibit "A" attached hereto and incorporated herein.
JAMES BOCK ,, JOSEPH BESCO
VALERIE BURD c PAUL JAMES
DEAN WOLFER MARTY MUNNS
ROSE SPEARS c.� JASON LESLIE
i
Approved by me, as Mayor of the United City of Yorkville, Kendall County,
Illinois, this �_ day of , A.D. 2006.
MAYOR
Passed by the City Council of the United City of Yorkville, Kendall County,
Illinois this k a day of , A.D. 2006.
ATTEST: �����
CITY CLERK
i
Prepared by:
I
John Justin Wyeth
City Attorney
United City of Yorkville
800 Game Farm Road
Yorkville, IL 60560
I
i
I
Check Replacement Policy
The purpose of this policy is to define the procedures for the replacement
of vendor checks and employee payroll checks that are lost or stolen.
I. Vendor Check Replacement
Any check that a vendor claims to be lost or stolen must be
reported to the Finance department immediately. The vendor
must submit a letter requesting a replacement check. Once the
letter is received by Finance, a stop payment will be placed on
the check. The bank generally requires at least a 72 hour waiting
period to determine if the check was cashed. If it has been
determined that the check was cashed, the City must make a
determination if the vendor cashed the check or if it was cashed
fraudulently.
The Finance department must follow procedures to follow up if
the check was cashed fraudulently.
Once a full investigation is completed in reference to a vendor
check, the Finance department will reissue a new check to the
vendor within 60 days after a claim is filed.
II. Employee Payroll Check Replacement
An employee must notify the Human Resources division
immediately of a lost or stolen payroll check. The employee
must submit a letter requesting a replacement check. A stop
payment will be issued on the check in question and an
investigation will proceed.
The bank generally requires at least a 72 hour waiting period to
determine if the check was cashed. If it has been determined
that the check was cashed, the City must make a determination
if the employee cashed the check or if it was cashed
fraudulently.
The Finance department must follow procedures to follow up if
the check was cashed fraudulently.
The employee will be issued a replacement pay check the next
payroll cycle. The maximum length of time an employee would
have to wait for a replacement check is 13 days. At this point,
the employee would be encouraged to sign up for direct
deposit to avoid this situation from occurring again.
There can be an exception for first time offenders.
2
II