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<p><span style="font-size:10.0pt">Hello everyone,<o:p></o:p></span></p>
<p><span style="font-size:10.0pt">Your E701-030-A OUSTANDING CHECKS TO BE PURGED FROM CHECK RECON report which lists outstanding checks, issued prior to July 1, 2011, 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></span></p>
<p><span style="font-size:10.0pt">You will notice some changes to this year’s report. We have added a couple of columns that indicate if the payee is still an active employee and what their current agency number is. This was done to help you in your due diligence
requirements regarding these checks as described below.<o:p></o:p></span></p>
<p><span style="font-size:10.0pt">Prior to OSPS reporting these checks as Unclaimed Property to the Department 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></span></p>
<p style="margin:0in;margin-bottom:.0001pt"><span style="font-size:10.0pt">Agencies Due Diligence Responsibilities<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:69.75pt;margin-bottom:.0001pt;text-indent:-51.75pt;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.0pt">Required for checks with a value of $100 or more (<b>highly recommend for all checks</b>)<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:69.75pt;margin-bottom:.0001pt;text-indent:-51.75pt;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.0pt">Required for<u> all 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></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:69.75pt;margin-bottom:.0001pt;text-indent:-51.75pt;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.0pt">Make at least one attempt to contact the owner of the check<u> no later than August 30, 2013</u><o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:69.75pt;margin-bottom:.0001pt;text-indent:-51.75pt;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.0pt">You may not charge the check owner for your efforts<o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt"><span style="font-size:10.0pt;color:#44546A"><o:p> </o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt"><span style="font-size:10.0pt">Effective Methods to Locate Payee if Not a Current Employee<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:69.75pt;margin-bottom:.0001pt;text-indent:-51.75pt;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.0pt">Phone directories<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:69.75pt;margin-bottom:.0001pt;text-indent:-51.75pt;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.0pt">Internet<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:69.75pt;margin-bottom:.0001pt;text-indent:-51.75pt;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.0pt">Letter to last known address<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:69.75pt;margin-bottom:.0001pt;text-indent:-51.75pt;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.0pt">State records<o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt"><span style="font-size:10.0pt;color:#44546A"><o:p> </o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt"><span style="font-size:10.0pt">Retain Documentation of Your Efforts<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:69.75pt;margin-bottom:.0001pt;text-indent:-51.75pt;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.0pt">Keep records of your search for 5 years<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:69.75pt;margin-bottom:.0001pt;text-indent:-51.75pt;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.0pt">Document phone calls to or from the payee<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:69.75pt;margin-bottom:.0001pt;text-indent:-51.75pt;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.0pt">Letters to or from the payee<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:69.75pt;margin-bottom:.0001pt;text-indent:-51.75pt;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.0pt">Returned mail<o:p></o:p></span></p>
<p><span style="font-size:10.0pt">By<u> August 30, 2013,</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 September 16,
2013</u>. Also,<u> no later than September 16th return a copy of your original list with notations regarding the results of your efforts</u>.
<o:p></o:p></span></p>
<p><span style="font-size:10.0pt">If you have any questions regarding the list, appropriate forms, timelines or responsibilities please contact Matthew Riley, OSPS Application Analyst at 503-373-0254 or by email to
<a href="mailto:Matthew.Riley@State.OR.US">Matthew.Riley@State.OR.US</a> <o:p></o:p></span></p>
<p><span style="font-size:10.0pt">Thank you for your cooperation and attention to this annual task.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Times New Roman","serif"">Matthew Riley<o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;font-family:"Times New Roman","serif";color:#1F497D">OSPS Application Analyst<o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;font-family:"Times New Roman","serif";color:#1F497D">DAS | Oregon Statewide Payroll Services<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Times New Roman","serif"">155 Cottage Street NE<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Times New Roman","serif"">Salem, OR 97301<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Times New Roman","serif"">(503) 373-0254 - direct<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Times New Roman","serif"">(503) 378-3518 - fax<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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