Income & Payments are now located on Floor 3, Core 6.
Customer postal cheques are processed by the Income & Payments Section (Finance & IS). Much more information about the changes is below. If you have any queries or need any help, please email PIMSAdmin@portsmouthcc.gov.uk
Central cheque processing by the Income & Payments Section (Finance)
Business areas will be able to deliver cheques to Income & Payments on Floor 3, Core 6 for processing between 8:30am and 3:30pm Monday-Thursday and between 8:30am and 3pm on Friday. Any cheques received between these times will be processed on the same working day.
Business areas will leave the cheques with Income & Payments. Staff do not need to wait for the cheque to be processed.
Any cheques presented to Income & Payments by the business that are deemed to be urgent can be accepted and processed at any time up to 3:30pm (3pm Friday).
Banking cut-off time
Any cheques presented to Income & Payments after 3:30pm (3pm Friday) will be processed on the following working day. Income & Payments will sign a receipt for any cheques received after 3:30pm (3pm Friday) and will hold the cheques securely overnight and include them in the next morning's cheque processing.
Cheque processing form
All cheques for miscellaneous payments that are taken to Income & Payments by business areas should be accompanied by a Cheque Processing Form (available in the documents section below). This form should be completed by the Business Area before taking postal cheques to Income & Payments.
If a cheque is received in payment for items where there is an invoice number or customer reference number (for example: sundry invoices, council tax, non-domestic rates), a Cheque Processing Form is not required. You just need to ensure the invoice number or reference number is written on the back of the cheque.
Receipts will only be issued to customers or business areas by Income & Payments if specifically requested, or the bill or invoice instructs the customer to send in their original bill or invoice in order to receive a receipt.
If a receipt is specifically requested later, after a payment has been processed, any PIMS Paye.net user will be able to print a copy of the receipt from PIMS via paye.net. See PIMS user guide - Reprint Receipt - on Intranet.
If a customer specifically requests a receipt in any additional paperwork accompanying a cheque such as a letter, the receipt will be produced and sent to the customer by Income & Payments when the transaction has been processed.
Customer correspondence received with cheques
Income & Payments will send any correspondence to the appropriate business area if there is additional action required.
If the correspondence has no further use, and does not require returning to the customer or the business area, it will be held by Income & Payments in a lockable cabinet for a retention period.
Cheques incoming from visiting officers
Where an officer from a business area visits a customer and collects a cheque, this will be deemed to be a postal cheque and not a customer facing cheque. Once collected from the customer the officer should bring the cheque back to Civic offices for processing in Income & Payments.