Refund of Stale Payments for Payment Assistant

Payment Assistant monitors virtual card and check payments for stale activity. It waits 7 business days to confirm whether a balance remains on virtual card payments, and 30 days to confirm check receipt. After that time, a payment specialist helps the vendor accept the funds, reissue the check, or (for virtual cards) offer another payment method.

We follow up with vendors by phone or email to ensure the invoice is paid. For virtual cards, if the vendor doesn't respond after 3 attempts, the virtual card is reissued as a check. Stale checks are automatically refunded after 180 days.

If the payment can't be completed, the funds are returned to the organization. You can void and reprocess the payment using another method.

If you see returned funds for Payment Assistant, you can reprocess the payment as needed. We recommend confirming the vendor's contact information before including them in a new payment run.