Web-Based Special Payroll Processing System (SPPS Web)

Requesting a Canceled Payment

This topic has been updated to to add Gross Disbursements Not derived from the General Fund (DISNGF) information.

Agencies should review the Canceled Payments Requiring Agency Action, Document Tracking System (DOTS) Report, which is available from the Reporting Center, to determine if a canceled payment needs to be issued to an employee. All canceled payments should be requested via SPPS Web.

Canceled Undeliverable Checks

Budget Object Class Code (BOC) 1195, Canceled & Undeliverable Checks, should be used for canceled undeliverable checks.

To Request a Canceled Payment via SPPS Web:

1. Select the Adjustments Lists link on the SPPS Web Main Menu. The Agency Adjustment List page is displayed.
2. Enter the applicable Social Security number (SSN) on the Agency Adjustment List page.
3. Remove the user ID from the User ID field, after entering the SSN.
4. Change Status Code drop-down to All.
5. Select the Search button. If there is an existing record(s) for that SSN, the record(s) will be displayed.
6. Select the applicable record. The Adjustments page is displayed.
7. Review the Adjustments page to see if a payment has been made to avoid duplicate payments.

   Note: If a payment has been made, there will be a record on the Adjustments page. No further action is necessary. If a payment has not been made, there will not be a record to review on the Adjustments page. Proceed with the remaining steps if there is no payment displayed.

8. Select the Add Adjustments link to add a new record. The Add Adjustments page is displayed.
9. Complete the required fields. All required fields are designated by an asterisk (*).
10. Enter the pay period in which the payment was originally issued in the PP field. You can find the original pay period by reviewing the Canceled Payments Requiring Agency Action, Document Tracking System (DOTS) Report.
11. Leave the NFC Process check box blank. Do not check this field.
12. Select Miscellaneous Payment on the Type of Adjustment drop-down.
13. Enter Processing Canceled Check For PPXX/XXXX (complete the values for the pay period and year of the payment) in the Agency Remarks field. If multiple pay periods are involved, this must be designated in the field).
14. Select the Save button. The Miscellaneous Payment page is displayed.
15. Select Canceled & Undeliverable Checks on the Type Of Payment drop-down. Transaction Code (TC) 3, Suffix 06, Canceled & Undeliverable Checks, will be generated.
16. Enter the applicable accounting (as indicated on the Reporting Center report, Canceled Payments Requiring Agency Action, DOTS Report), in the Acct field and BETC code field for Gross Disbursements Not derived from the General Fund (DISNGF).

    Note: If you are requesting canceled payments for multiple accounting codes, you must submit additional requests. Only one accounting code per request may be entered.

17. Enter the net amount of the payment in the Gross Amt field. This amount is displayed on the Reporting Center report, Canceled Payments Requiring Agency Action, DOTS Report.
18. Select the Save button.
19. Select the Address tab. The Check Mailing Address page is displayed.
20. Review the information on the Check Mailing Address page.
21. An employee can enter either a physical address for mailed checks or direct deposit information. If the employee has elected to do direct deposit, then the mailing address should not be entered. The user should review that the method of payment being used is correct.
22. Select the Save tab. The Miscellaneous Payment page is displayed.
23. Select the Certify/ Approval/ Computation tab. The Computation List page is displayed.
24. Review the information on the Computation List page for any errors.

    Note: Correct any incorrect information on the Details tab if applicable.

25. Select the Certify button. The payment is now certified and ready to be approved.
26. Select the Approve button. Payment is now ready to be disbursed during the next Manual Pay Schedule (Monday-Friday 11:00 a.m. CT).