OSPS News ~ 2025 Stale-Dated Checks

[LOWRY Timothy * DAS]

Payroll Professionals,

Welcome to the 2025 unclaimed property process.  Any Workday payroll checks issued prior to July 1, 2024, are considered stale-dated and will be required to be reported as unclaimed property by October 15, 2025.

This is the first year the Workday checks are considered to be stale dated.  The reports have been posted on the Workday Drive and access given to agency staff as requested by your Payroll Manager.  You will also find on the Workday Drive the 2025 Outstanding Ck Notices for your agency which can be used for due diligence purposes.  If you believe you should have access, but do not, please ask your Payroll Manager to send a request to Accountant2.OSPS at DAS.oregon.gov<mailto:Accountant2.OSPS at DAS.oregon.gov> to grant access.

Please note Unclaimed Property Reporting is an annual mandated requirement.  Due diligence must be completed by September 15, 2025.  If you are unable to comply with this requirement, please contact Oregon State Treasury for assistance at 503.986.5290.

RECOMMENDED DUE DILIGENCE PRACTICE


  1.  OSPS grants access to the Stale-Dated Checks Report to agency payroll on the Workday Drive.
  2.  Agency identifies current state employees that are noted on the report in Column F.   Work with them to either redeem the outstanding checks, stop, or cancel and reissue the checks. Do not forward them to Oregon State Treasury as unclaimed property.  Please send any Stop Payment Requests to OSPS for current state employees stale-dated checks no later than August 29, 2025.
  3.  For payees who are not current state employees, agency payroll sends written notice to each payee at the last known address. You may use the Outstanding Check Notice provided on the Workday Drive for this purpose.  This notice includes written warning that the agency will send their property to Oregon State Treasury if they do not respond.
  4.  If the agency does not receive a response to the Outstanding Checks Notice, the agency exercises due diligence to find and contact the payees for checks greater than $100. Complete due diligence efforts by September 15th. See Notes, Due Diligence below.
  5.  Document the steps taken to contact the payee on the 2025 Stale-Dated Checks spreadsheet using the drop-down menu in Col S.  Columns P thru R are for agency use in documenting their due diligence process.
  6.  OSPS will perform due diligence on centrally paid vendor checks and forward the list of unclaimed property to Oregon State Treasury.

ADDITIONAL NOTES

Current State Employees - Do not list checks for current state employees as unclaimed property.  If the check is determined to be owed to the state employee, please process an OSPS 99.31 Stop Payment Request if the agency does not have the original check.

If the stale-dated check is determined to be an overpayment to the state employee, please follow your agencies process to prevent overpayment.  Use the drop-down menu in Col S on the 2025 Stale-Dated Checks Report to record the action taken by the agency.

Instructions for Workday checks:



  1.  If the employee does not redeem the check(s), request a replacement check from OSPS through a Workday case.
     *   If the agency has the check, use the Cancel a Workday Check Form found on the Workday drive.
     *   If the agency does not have the check, use the Stop Pay form OSPS 99.31 on the Workday drive.
     *   Please DO NOT use the obsolete Lost Check Replacement Form.  Current state employees do not need to sign to have their stale-dated check processed as a Stop Payment Request.
     *   The Outstanding Checks Notice can be used to contact termed employees.

Due Diligence - OAR 141-045-0010(7) defines due diligence as the degree of effort holders of unclaimed property take to find the rightful owner of property before the holder sends the property to Oregon State Treasury. ORS 98 requires us to exercise due diligence for checks greater than $100. OSPS recommends that agency payroll make at least one attempt to contact payees of checks less than $100.

Due Diligence examples include:


  *   Verify that the payee has not contacted agency payroll about the outstanding check(s).
  *   Send the Outstanding Checks Notice to the last known address.  This notice includes a specific statement that the state will turn the funds over to Oregon State Treasury if the payee does not respond.
  *   Verify the payee is not a current state employee. If they are, the funds cannot be sent as unclaimed property to Oregon State Treasury.
  *   Use telephone books and on-line searches to verify the address and/or telephone number.

SUPPORTING DOCUMENTATION/FORMS

Keep a record of your due diligence activities for each payee for three years. Documentation might include:


  *   Copies of letters and returned envelopes
  *   Notes
  *   Web or telephone book searches

By September 15, 2025, please complete your due diligence in attempting to locate the owner of the check(s). If a check needs to be cancelled/stopped and rewritten, please send the appropriate form listed above to OSPS as soon as possible and no later than September 15, 2025.

The information provided by the agency on the 2025 Stale-Dated Checks Report located on the Workday Drive will act as record of the agency's due diligence efforts which in past years has needed to be provided to OSPS.  Based on the information selected in the drop-down menu in Col S, Columns T and U will auto default listing next steps needed to be performed by the agency and OSPS.

Please add the social security number and last known address and, if available, phone number, to the 2025 Stale-Dated Checks Report (See Columns I thru O).  Since OSPA has been shut down, the NAUPA report sent to Treasury will need to be created by OSPS and this additional information is required to complete the load in HRS Pro.

Please note the instructions and timeline tabs located on the 2025 Stale-Dated Checks Report for your use.

If you have any questions about the report, 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,

Tim

[A picture containing logo  Description automatically generated]Timothy M. Lowry
Oregon Statewide Payroll Services Manager
Chief Financial Office | Office of the State Controller
971-718-4230
http://www.oregon.gov/DAS/Financial/Payroll<http://www.oregon.gov/DAS/Financial/Payroll%0d>
Pronouns: he, him, his

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