OSPS E-News ~ 2013 Stale Dated Check Procedures

[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, 2011, 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.

You will notice some changes to this year's report.  We have added a couple of columns that indicate if the payee is still an active employee and what their current agency number is.  This was done to help you in your due diligence requirements regarding these checks as described below.

Prior to OSPS reporting these checks as Unclaimed Property to the Department 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 August 30, 2013

*                                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 August 30, 2013, 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 September 16, 2013.   Also, no later than September 16th 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 Matthew Riley, OSPS Application Analyst at 503-373-0254 or by email to Matthew.Riley at State.OR.US<mailto:Matthew.Riley at State.OR.US>

Thank you for your cooperation and attention to this annual task.
Matthew Riley
OSPS Application Analyst
DAS | Oregon Statewide Payroll Services
155 Cottage Street NE
Salem, OR 97301
(503) 373-0254 - direct
(503) 378-3518 - fax

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