OSPS E-News ~ Reminder: Stale dated checks

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

Payroll Professionals,
The E701-030-A OUTSTANDING CHECKS TO BE PURGED FROM CHECK RECON report has been updated today.
The reports lists outstanding checks, issued prior to July 1, 2019, that have become stale-dated is now on your PDF reports menu, Quarterly and Yearly Run Report.  Please make sure you have the report dated 08/13/2021.  If you do not see this date on the upper right hand of your report, then you do not have any stale dated checks.
Prior to OSPS reporting these checks as Unclaimed Property to the Treasury Department, 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. (We cannot turn over to Treasury Dept if the check is payable to a current employee or vendor/Agency)
*       Make at least one attempt to contact the owner of the check no later than August 30, 2021
*       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
*       Workday

Retain Documentation of Your Effort
*       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 31, 2021 complete your due diligence in attempting to locate the owner of the check.  If a check needs to be cancelled/stopped and rewritten, please send OSPS the appropriate form prior to September 6, 2021.   Also, no later than September 15 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 Tim Wheeler, OSPS Accountant at 971-900-9777 or by email to Tim.A.WHEELER at oregon.gov<mailto:Tim.A.WHEELER at oregon.gov>.
Thank you for your cooperation and attention to this annual task,




Best Regards,

Vangie Barizo
System Analyst
Oregon Statewide Payroll Services



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