Booster Club Stale-Dated Check Policy: Review, Reissue, and Recordkeeping Steps
A booster club stale-dated check policy defines how the program identifies checks that have remained outstanding beyond the point at which banks typically honor them, what steps the treasurer must follow to void and reissue those checks when appropriate, and what recordkeeping and unclaimed property obligations apply when a payee cannot be located or does not respond. Without a written policy, stale checks accumulate silently in the outstanding-check list, distort the program’s reconciled cash balance, and create unclaimed property liability that can result in state penalties long after an officer who issued the check has moved on.
Read MoreBooster Club Stale Check Policy: A Step-by-Step Control for Outstanding Payments
A booster club stale check policy defines what the organization does when a check it has issued remains uncashed long enough that a bank may decline to honor it—typically six months from the issue date—and sets the outreach, documentation, and accounting steps that follow. Outstanding checks that are never cashed do not simply disappear: many states require organizations to report and remit unclaimed funds to the state after a defined dormancy period, and uncashed checks left in the reconciliation indefinitely distort the organization’s true cash position. A written stale check policy gives the board a consistent, repeatable procedure that protects individual officers from questions about unexplained outstanding items and keeps financial records accurate for audits, grant applications, and district reviews.
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