The Short Answer

In Pennsylvania probate, an executor/administrator (the “personal representative”) is expected to be able to support the estate account with reliable records showing what was paid, to whom, and why. Cancelled check images are often helpful “backup” for disputed or high-dollar transactions, but what you must file with the court can vary by county and by whether anyone objects.

What Pennsylvania Law Says

Pennsylvania’s Probate, Estates and Fiduciaries Code requires the personal representative to file an account (and allows the court or interested parties to force an accounting). The account is the formal summary of receipts, disbursements, and proposed distribution that is filed with the Orphans’ Court for audit/confirmation. Even when the court does not require every “voucher” to be filed, you should assume you may need to produce supporting documentation (like bank statements and check images) if questions or objections arise.

The Statute

The primary law governing this issue is 20 Pa.C.S. § 3501.1.

This statute establishes that a personal representative may file an account after certain time periods following the first complete advertisement of letters, and may be cited or directed by the court to file an account.

Why You Should Speak with an Attorney

While the statute provides the general rule that an estate account can be required and must be filed, applying it to your situation is rarely simple. Whether you need to attach cancelled check images, keep them available upon request, or produce them in response to objections often depends on local Orphans’ Court practice and the specific transactions in the estate.

• Strict Deadlines: Pennsylvania law allows interested parties to cite a personal representative to file an account after certain time periods, and the court can order an accounting sooner—timing mistakes can trigger court involvement and added cost. See 20 Pa.C.S. § 3501.1.
• Burden of Proof: If a beneficiary challenges a payment (executor compensation, attorney fees, “cash” withdrawals, family reimbursements, etc.), you may need to prove the expense was proper and estate-related—check images can become key evidence.
• Exceptions: County-specific filing rules, unusual assets, or contested estates can change what documentation is required and how it must be presented at audit/confirmation.

If you are trying to obtain cancelled check images from a bank, an attorney can help you request the right records efficiently, avoid privacy/authority issues, and ensure your accounting is defensible if objections are filed.

For more background, you may also find these helpful: What Is a Final Accounting in the Pennsylvania Probate Process? and Can I force an executor to share estate account information in Pennsylvania?.

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Disclaimer: This article provides general information under Pennsylvania law and does not create an attorney-client relationship. Laws change frequently. For legal advice specific to your situation, please consult with a licensed attorney.