Purpose:This document outlines how to request a reprint of a non OBC check. Reprints requested by noon PT will be reprinted the same day, any reprints requested after noon PT will be reprinted the next business day.
- Client Notifies Rep for need of reprinted and resent to the client.
- In UKG, login to the client as SA and verify they are not on OBC.
- Go to Global Setup > Company Setup
- On Defaults Tab Look under “Employee Check Payments” if Checks Drawn on SPA Account shows “PayNW Managed Account (Client OBC), the client is on OBC.
**if the client is on OBC we need to process a payroll to produce a replacement check and put a stop payment on the original check**
- For non-OBC clients, you will create a ticket in HubSpot and code it as shown below.
- On activities tab- click on “notes” and insert a Snippet
- Search for “reprint” and select “Reprint Request” Snippet
- Populate the MT ID, Client Name, Check Date, EE ID and Name.
- Click Create Note
- The note will now show in the activity tab of the Ticket
- In Office Coordinator or Designee will review/monitor the distribution queue daily. These will be transferred to Checkeeper daily by 1pm PT.
- Reprints will be processed daily (each day by 1pm PT).
- In Office Coordinator or Designee will copy the information from the ticket to the reprint tracker located here:
- Reprint Tracker.xlsx (sharepoint.com)
- Columns A-D (in blue) are populated by PayNW staff
- In Office Coordinator or Designee will take the information from the spreadsheet and copy that into the HubSpot ticket for record keeping and close the ticket.
- In Office Coordinator notifies Checkeeper via Slack that we have a reprint.
- Columns E-G (in yellow) are populated by Checkeeper with the reprint date, delivery method (FedEx/Mail) and tracking number (if applicable).
