Printing Checks

Policy and Principles

Two authorized users approve each expense. Authorized users include the following:

STEP 1

Use the prenumbered three-part check stock to print checks.

STEP 2

Have two authorized signers sign each check. Authorized signers are those whose signatures are on the current signature card that has been submitted.

STEP 3

Detach the top part of the check, and file it with the expense documentation. Do not detach but instead fold down the middle part of the check stock (the check stub) and mail it or distribute it with the check.

Misprinted Check

If the check prints incorrectly, cut out the signature area and destroy it. Keep the rest of the check and check stub with the expense documents for the expense batch. Void the check.

Lost or Stolen Check

If a check is lost or stolen, stop payment on the check. If the check was recorded in MLS or LCR, set the amount to zero, and void the check. Enter “Lost Check” or “Stolen Check” as the reason for voiding.

Handwriting a Check in Emergencies

If you need to prepare an emergency check, hand-write the check on check stock. Include the date written, payment amount, payee’s name, numeric amount of the check, and two authorized signatures. Call the assigned administrative office. When the computer or internet is working again, enter the check information, and print the check on a blank sheet of paper (not on check stock).

Check Stock

If your unit prints checks, you will have received check stock from the assigned administrative office. Check stock consists of individual sheets of paper with preprinted information and the Church logo on them. Each page of check stock is individually numbered. Checks should be used in sequence. Be sure to load the check stock in the printer before printing checks. Remove it when you are done.

Note: If you do not print checks, skip this section, and go to “Printing the Expense Report” below.

LCR Procedures

Printing Checks

1. Click the check box next to each expense you want to print a check for. To print all of the approved checks at once, select the check box at the top of the column.

2. Click Print Checks.

   NOTE: To reject an expense in the list, select the check box and then select Reject. An information box will appear, stating that the expense will be found in the Pending Expense tab after it is rejected. You must also provide a reason for the rejection. Then select Reject Expense. Otherwise, select Cancel.

3. In the Checks to Be Printed box, make sure the number in the Next Check Number field matches the number printed on the next sheet of check stock. If it does not, change it to the correct number. Click Next.
4. For each check:
   
   • Review the check information. If it is correct, click Print Checks.
   • Click OK or Print.
   • If the check prints correctly, click Yes.
5. Print the Expense report

If you experience check-printing problems, click here for troubleshooting options.

MLS Procedures

Printing Checks

1. Click the check box next to each expense you want to print a check for.
2. Click Print/Authorize.
3. In the Next Check Number field, make sure the check number is the same as the number printed on the next sheet of check stock. If it is not, change it to the correct number. Click OK.
4. For each check:
   
   • Review the check information. If it is correct, click Print.
   • Click OK.
   • If the check prints correctly, click Yes.
5. When finished printing checks, you should be on the Report screen. If not, click Next.

Printing the Expense Report

You should print and file the Expense Report each time you enter expenses. To print the report, click Print at the bottom of the screen. After printing the report, click Close.

Have the bishop and the clerk sign the Expense Report. In addition, the person who created the expense must initial the report. (This person may be someone other than the bishop or clerk, and his or her initials provide additional evidence that multiple people have reviewed and authorized the disbursement.) File the Expense Report.

Check stock (for units that print checks from LCR & MLS)

The check stock has three parts:

1. At the bottom is the actual check. It comes preprinted with security features. Each check has a preprinted check number. This number must be the same as the check number printed onto the check stock.
2. In the middle is the check stub. Do not detach if from the check but fold it over before mailing or distributing.
3. The top part should be detached and filed with the expense documentation.