04 Nov 2013

Additional Step Required to Meet Handbook Requirements for Stop Payments in CaseLink Web

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Trustee Tip:

Additional Step Required to Meet Handbook Requirements for Stop Payments in CaseLink Web

CaseLink Web provides the ability to perform stop payments in a very efficient manner. It’s so easy to stop payments in CaseLink Web that many clients do not realize that an additional step of authorizing these transactions is needed to remain in compliance with the UST Handbook.

The Handbook requirement states: “Checks that have been outstanding for more than 90 days require stop payments. The stop payment requests and cancellations thereof must be approved by the trustee. Either the trustee or an employee may initiate the telephonic or electronic request regarding a stop payment, but the request must be followed up in writing either by: (1) the trustee’s written confirmation to the bank (with a copy maintained in the estate file), or (2) by the trustee initiating and dating the computers system’s transmission log (which serves as evidence of the electronic transmittal of the stop payment or cancellation request).”

Provide (and retaining) proof of stop payment authorization for Handbook compliance can be performed in two steps in CaseLink Web:
1) Through the Stop Payment process.
2) Through the Stop Payment Confirmation procedure.

Specific Transaction: Stop Payment

  • Go to the ‘Check Entry’ in the ledger.
  • Click on the red ‘Stop Check’ button, as shown below.

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  • Then, click ‘Stop’ to accept the confirmation screen

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  • The ledger will display the ‘Pending Stop’. This will be noted with a PS in the ‘Status” column.

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  • Next, go to ‘Banking’ and then ‘Stopped Payments’ to view the stopped payments screen. The ‘Date Posted’ column will display ‘PENDING’ until the stop is completed. The ‘Stop Payment’ will not be complete until a confirmation date is shown under the ‘Date Posted’ column.

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  • Stop Payment will be sent to the bank via the Bank Communication.

Specific Transaction: Stop Payment Confirmation


In order to provide confirmation of the stopped check you can run the Stop Payment Confirmation to document your stop payment.

  • Go to ‘Banking’ then ‘Confirmations’.
  • Click on ‘Stop Payment’
  • Select the case you need, then hit the print icon to print your Stop Payment Confirmation

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  • Once completed, sign the sheet stating the trustee authorized the stop and place into the case file. This will ensure all your actions are handbook compliant.

The above electronic Stop Payment procedure is to be used when the check is not in the trustee’s physical custody. A check can also be voided if you have physical custody of it. As a trustee you can do this by placing the voided check directly into the estates financial file.

All of these steps have been designed to ensure that you stay in compliance with the Handbook requirements. If you want to learn more, log into the BMS Training Portal to find a short 19 minute tutorial on how to stop payments in CaseLink Office, by BMS  Manager of Training and Development, Karrie Spies.

To view the tutorial:
1) Log into https://webex.bms7.com
2) Click on Training Center
3) Choose Attend A Session > Recorded Sessions
4) Search for “CaseLink Office- NSF and Stop Payment Handling”.

Do you know of any other procedures that would serve as helpful reminders in keeping you and your fellow trustees compliant with the Handbook? Let us know or share your tips and tricks with other trustees below.

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