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Stuff and Mail Printed Checks

The physical procedure for stuffing, stamping, sealing, and reconciling printed checks against the check log before they go out for mailing.

FieldValue
OwnerUnassigned — needs an owner
DepartmentAccounts Payable
Effective dateNot set in source
ScopeThe physical handling of checks after they are printed: stuffing, stamping, sealing, and reconciling the machine count against the check log. Does not cover printing checks in Intacct or generating the positive pay file.
SourceAccounts Payable Department/3. Payment Processing/Stuffing checks.docx

The control that matters in this procedure is the count reconciliation in step 6. The machine's stuffed count must match the check log before anything is mailed — a mismatch means a check is either missing or double-stuffed, and both are far cheaper to catch here than after mailing.

Procedure

1
Gather the materials

Collect the materials from the back wall and bring them to the work area.

2
Total the check count

Add up all check counts to get a total number of checks. This total is what you will reconcile the machine count against.

3
Handle pre-stuffed checks

Go to the supply room and stamp and seal all pre-stuffed checks, then place them in the box for Debbie.

4
Validate the pre-stuffed envelopes

Confirm every envelope is stamped, sealed, and has a visible address.

5
Run the stuffing machine
  1. Turn on the Power.
  2. Select the format:
    • Payroll check — if the checks are not torn.
    • AP check — if the checks are torn.
  3. Press the pen icon, then the circle arrow, and confirm the counter reads zero.
  4. Load the checks on the right side, face up, head first, then press start.

Confirm the counter is at zero before loading. A non-zero starting counter makes the reconciliation in the next step meaningless.

6
Reconcile the machine count against the log

When the run completes, compare the total checks counted and stuffed by the machine against what is recorded on the log.

If the counts match: initial the log and continue to the next step.

If the counts do not match, work through this sequence:

  1. Check the machine for jams.
  2. Count how many envelopes you have per client to narrow down where the discrepancy is.
  3. Ask the client owner to validate their count.
  4. Get Danielle.

Do not proceed to mailing on an unreconciled count. Resolve the discrepancy first.

7
Stamp all checks

Stamp every check.

8
Validate all envelopes

Confirm every envelope is stamped, sealed, and the address is visible.

9
Hand off for mailing

Place the completed envelopes in the box for Debbie.

Expected outcome: the stuffed count is reconciled and initialed on the log, and every envelope is stamped, sealed, and addressed.

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