04 Nov 2013

Additional Step Required to Meet Handbook Requirements for Stop Payments in CaseLink Office and TrustWorks

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Trustee Tip:

Additional Step Required to Meet Handbook Requirements for Stop Payments

CaseLink Office provides the ability to perform stop payments in a very efficient manner. It’s so easy to stop payments in CaseLink Office 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 one of two ways in CaseLink Office:
1) If you know the specific check, change the payment status of the specific transaction.
2) If you don’t know the specific check, run the Stale Check wizard.

Specific Transaction: Changing Paid Status

The first option is to go to the transaction on which you want to stop payment on and change the ‘Paid Status’ to ‘Stopped’, as shown below. This triggers an electronic message to the bank.

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The following notification will be sent to the bank through the “Bank Communication”

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Stale Check Wizard

The second option is to go to the ‘Home Page’ and use the ‘Stale Check Wizard’ to stop a payment. This wizard walks you through the case step-by-step, allowing you to ‘Void’ or ‘Stop Pay’ the check.

Step 1: Select the case, as shown highlighted below.

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Step 2: Select the check, as shown highlighted below.

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Step 3: Process the Stop Payment, as shown below.

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Step 4: Run the Bank Activity Log or Stop Payment Confirmation and document your stop payment. You will then sign the report and include it in the estates financial case file.

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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