OSPS E-News ~ 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, 2010, 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, 2012, 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, 2012.   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 Jody Jones at 503-373-0259 or email jody.jones at state.or.us<mailto:jody.jones at state.or.us>

Thanks,
Pauline Lewis, Application Development Analyst
Oregon Statewide Payroll Services
Dept of Admn Srvs/State Controllers Division
155 Cottage Street NE, Salem, OR 97301
(503) 373-0252


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