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<p>Hello everyone,<o:p></o:p></p>
<p>Your E701-030-A OUSTANDING CHECKS TO BE PURGED FROM CHECK RECON report which lists outstanding checks, issued prior to July 1, 2010, 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. <o:p></o:p></p>
<p>Prior to OSPS reporting these checks as Unclaimed Property to the Division 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.
<o:p></o:p></p>
<p style="margin:0in;margin-bottom:.0001pt">Agencies Due Diligence Responsibilities<o:p></o:p></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;text-indent:-.25in;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Required for checks with a value of $100 or more (<b>highly recommend for all checks</b>)<o:p></o:p></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;text-indent:-.25in;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Required for all <u>current</u> employees regardless of the amount of the check. (<b>You cannot turn over to State Lands if a current employee or vendor/Agency</b>)<o:p></o:p></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;text-indent:-.25in;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Make at least one attempt to contact the owner of the check
<u>no later than September 15, 2011</u><o:p></o:p></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;text-indent:-.25in;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>You may not charge the check owner for your efforts<o:p></o:p></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt">
<o:p> </o:p></p>
<p style="margin:0in;margin-bottom:.0001pt">Effective Methods to Locate Payee if Not a Current Employee<o:p></o:p></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;text-indent:-.25in;mso-list:l1 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]> Phone directories<o:p></o:p></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;text-indent:-.25in;mso-list:l1 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]> Internet<o:p></o:p></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;text-indent:-.25in;mso-list:l1 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]> Letter to last known address<o:p></o:p></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;text-indent:-.25in;mso-list:l1 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>State records<o:p></o:p></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt">
<o:p> </o:p></p>
<p style="margin:0in;margin-bottom:.0001pt">Retain Documentation of Your Efforts<o:p></o:p></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;text-indent:-.25in;mso-list:l2 level1 lfo3">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Keep records of your search for 5 years<o:p></o:p></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;text-indent:-.25in;mso-list:l2 level1 lfo3">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Document phone calls to or from the payee<o:p></o:p></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;text-indent:-.25in;mso-list:l2 level1 lfo3">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Letters to or from the payee<o:p></o:p></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;text-indent:-.25in;mso-list:l2 level1 lfo3">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]> Returned mail<o:p></o:p></p>
<p>By <u>September 15, 2012,</u> 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
<u>prior to October 1, 2012</u>. Also, <u>no later than October 1 return a copy of your original list with notations regarding the results of your efforts</u>.
<o:p></o:p></p>
<p>If you have any questions regarding the list, appropriate forms, timelines, or responsibilities please contact Jody Jones at 503-373-0259 or email
<a href="mailto:jody.jones@state.or.us">jody.jones@state.or.us</a> <o:p></o:p></p>
<p>Thanks,<span style="font-size:11.0pt;font-family:"Tahoma","sans-serif""><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif";color:#408080">Pauline Lewis, Application Development Analyst</span><span style="font-size:10.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif";color:#408080">Oregon Statewide Payroll Services</span><span style="font-size:10.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif";color:#408080">Dept of Admn Srvs/State Controllers Division</span><span style="font-size:10.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif";color:#408080">155 Cottage Street NE, Salem, OR 97301</span><span style="font-size:10.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif";color:#408080">(503) 373-0252</span><span style="font-size:10.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt"> </span><span style="font-size:6.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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