OSPS E-News ~ Unclaimed Property/Stale Dated Checks

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

Payroll Professionals,
If OSPS has not already received your Due Diligence notations for 2023 Stale Dated Checks, then your 11/01/23 "Outstanding Checks To Be Purged From Check Recon" report has been emailed to the agency this morning, 11/08/23.  It lists outstanding checks, issued prior to July 1, 2021, that have become stale-dated.
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 Stop Pay Request Form (we are unable to process Lost Check Requests for these checks in 2023).
Agencies Due Diligence Responsibilities

  *   Required for ALL stale dated checks no matter the amount.
  *   Required for all current employees regardless of the amount of the check. (You cannot turn over to the Department of Treasury if a current employee or vendor/Agency)
  *   Make at least one attempt to contact the owner of the check no later than November 30, 2023
  *   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 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
Please note that any checks that need to be stopped and reissued will need to be reissued as an agency accounting check because all stale dated checks are OSPA checks and cannot be reissued through Workday. Once Treasury has confirmed the Stop Payment, OSPS will notify the agency so a replacement check can be issued. The agency will need to add a copy of the replacement check and the check request to the case so funds can be returned to the agency via an AT.
Extended Deadlines:
November 30, 2023 - 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 Stop Pay Form as soon as possible and no later than November 30th.
December 8, 2023 - Return a copy of your original list with notations regarding the results of your efforts. This must be submitted to OSPS no later than December 8th to allow OSPS time to submit the unclaimed property to Treasury.
If you have any questions regarding the list, appropriate forms, timelines 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.

Jason Robinson
971-900-7688
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