OSPS E-News ~ Unclaimed Property / Stale-Dated Checks

[Announcements from OSPS to the users of the Oregon State Payroll Application]

Hello everyone,

Your E701-030-A OUSTANDING CHECKS TO BE PURGED FROM CHECK RECON report
which lists outstanding checks, issued prior to July 1, 2009, that have
become stale-dated is now on your PDF reports menu.  If you do not see
this report under your Quarterly and Yearly Run menu, then you do not
have any stale dated checks.  

Prior to OSPS reporting these checks as Unclaimed Property to the
Division of State Lands, state agencies must exercise due diligence in
an effort to find the rightful owner of the check (reference ORS
98.352).  Your goal is to contact the payee, request that they cash the
check or assist them in completing a Lost Check Replacement Form.  

Agencies Due Diligence Responsibilities
*	Required for checks with a value of $100 or more (highly
recommend for all checks)
*	Required for all current employees regardless of the amount of
the check. (You cannot turn over to State Lands if a current employee or
vendor/Agency)
*	Make at least one attempt to contact the owner of the check no
later than September 15, 2011
*	You may not charge the check owner for your efforts
	
Effective Methods to Locate Payee if Not a Current Employee
*	Phone directories
*	Internet
*	Letter to last known address
*	State records

Retain Documentation of Your Efforts
*	Keep records of your search for 5 years
*	Document phone calls to or from the payee
*	Letters to or from the payee
*	Returned mail

By September 15, 2011, complete your due diligence in attempting to
locate the owner of the check.  If a check needs to be cancelled or
rewritten, please send to OSPS with the appropriate form prior to
October 1, 2011.   Also, no later than October 1 return a copy of your
original list with notations regarding the results of your efforts.  

If you have any questions regarding the list, appropriate forms,
timelines or responsibilities please contact Pauline Lewis at
503-373-0252 or by email to Pauline.lewis at state.or.us 

Thank you for your cooperation and attention to this annual task.

Sandy Ridderbusch

Sandy Ridderbusch, Manager
Oregon Statewide Payroll Services
DAS State Controller's Division
Phone: (503) 373-0198  Fax: (503) 378-3518

OSPS Help Desk: (503)378-6777  mailto:OSPS.Help at das.state.or.us 
Visit Our Online Resource Center:  http://oregon.gov/DAS/SCD/OSPS


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