Frequently Asked Questions
- How can I find out the status of a check?
- How can I get a copy of a canceled check?
- How do I cancel and reissue a check?
- What is an authorized signature form? Where do I send it once I have filled one out?
- What do I do if I receive a letter saying my -2, -3 or -9 account is overexpended?
- Where can I get information related to a designated/restricted account my department uses?
- How do I find out who made a journal entry to my account?
- What do I do if I made a journal entry and it has not posted to my account?
- How do I find out what object code I need for a journal entry?
If you need to find out whether or not a check has been paid, you can e-mail us or call our office at 617-353-4266 with the check number, the amount, and the issue date of the check, and we will research the status of that check.
In our office, we have copies of checks up to the month prior to the current month. If the check was cashed, we will find the copy and either fax, e-mail, or mail it to you.
Once you have confirmed with us that a check has not been cashed (is outstanding), you can call Accounts Payable (for AP checks), or the office from which the check originated, and ask them to cancel the check and reissue it.
An authorized signature form lists everyone in a specific department who is authorized to sign for activity on an account. When you have filled out this form, you should mail it to our office. This form should be updated whenever there has been a change in who is authorized to sign for an account.
This letter is informing you that your -2, -3, or -9 account has exceeded its available balance. This serves as a reminder that you will need to put funds into this account to correct the over-expenditure before the end of the fiscal year.
To find out who made a journal entry to your account, take the first three letters of the group number and the first three letters/numbers of the source document number. Go to US03 in Galaxy, enter these into the user ID field, and press enter; the name of the person linked to that user ID will be displayed.
If you have made a journal entry and it has not yet posted, you will need to check the status of the signature process. Using function GL31 in Galaxy, enter the source document number and date of the journal entry. You will then be able to view the status of the entry. If the journal entry status says, “rejected,” select the entry and you will be able to view the signature history to find out who rejected the entry. You should then contact that individual for additional information. If the status of the entry is, “awaiting signature,” select the entry and you will be able to view the potential signers for the entry. You should then contact the potential signers in order to advance the signature process.
To find out what object code you need, you can consult the Boston University Accounting Object Codes manual. In the manual, you will find object codes with descriptions and guidance for proper use.