OSPS E-News ~ Stale dated checks

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

Payroll Professionals,
Your E701-030-A OUTSTANDING CHECKS TO BE PURGED FROM CHECK RECON report which lists outstanding checks, issued prior to July 1, 2020, that have become stale-dated is now on your PDF reports menu.  Please make sure you have the report dated 07/12/2022.  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 Department of Treasury, 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 Treasury if a current employee or vendor/Agency)
  *   Make at least one attempt to contact the owner of the check no later than August 31, 2022
  *   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, 2022, 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 2, 2022.   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, timeline or responsibilities please contact Tricia Phillips, OSPS Accountant at 971-283-1447 or by email to Accountant2.OSPS at das.oregon.gov<mailto:Accountant2.OSPS at DAS.oregon.gov>.

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


Thank you for your time,

Bri DeLacy
Interim OSPS Payroll Acct. 2
Dept. of Administrative Services
Phone: 503-983-8754

To avoid delays in responses please use our group email Accountant2.OSPS at DAS.oregon.gov<mailto:Accountant2.OSPS at DAS.oregon.gov>

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