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<p class="MsoNormal">Payroll Professionals,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">The <b>August 29<sup>th</sup></b> deadline for completion of your due diligence on your agency’s stale dated checks is fast approaching.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Here is a reminder of the steps you must take in order to be in compliance:<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-left:.5in">Your E701-030-A OUTSTANDING CHECKS TO BE PURGED FROM CHECK RECON report which lists outstanding checks, issued prior to July 1, 2012, that have become stale-dated is now on your PDF reports menu. Please make sure
you have the report dated 07/15/14. 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 class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-left:.5in">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></p>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-left:.5in">Agencies Due Diligence Responsibilities<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Symbol">·</span><span style="font-size:7.0pt;font-family:"Times New Roman","serif"">
</span>Required for checks with a value of $100 or more (highly recommend for all checks)<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Symbol">·</span><span style="font-size:7.0pt;font-family:"Times New Roman","serif"">
</span>Required for all current employees regardless of the amount of the check. (You cannot turn over to State Lands if a current employee or vendor/Agency)<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Symbol">·</span><span style="font-size:7.0pt;font-family:"Times New Roman","serif"">
</span>Make at least one attempt to contact the owner of the check no later than August 29, 2014<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Symbol">·</span><span style="font-size:7.0pt;font-family:"Times New Roman","serif"">
</span>You may not charge the check owner for your efforts<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-left:.5in">Effective Methods to Locate Payee if Not a Current Employee<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Symbol">·</span><span style="font-size:7.0pt;font-family:"Times New Roman","serif"">
</span>Phone directories<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Symbol">·</span><span style="font-size:7.0pt;font-family:"Times New Roman","serif"">
</span>Internet<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Symbol">·</span><span style="font-size:7.0pt;font-family:"Times New Roman","serif"">
</span>Letter to last known address<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Symbol">·</span><span style="font-size:7.0pt;font-family:"Times New Roman","serif"">
</span>State records<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-left:.5in">Retain Documentation of Your Efforts<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Symbol">·</span><span style="font-size:7.0pt;font-family:"Times New Roman","serif"">
</span>Keep records of your search for 5 years<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Symbol">·</span><span style="font-size:7.0pt;font-family:"Times New Roman","serif"">
</span>Document phone calls to or from the payee<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Symbol">·</span><span style="font-size:7.0pt;font-family:"Times New Roman","serif"">
</span>Letters to or from the payee<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:Symbol">·</span><span style="font-size:7.0pt;font-family:"Times New Roman","serif"">
</span>Returned mail<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-left:.5in">By August 29, 2014, 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 prior to September 15,
2014. Also, no later than September 15th return a copy of your original list with notations regarding the results of your efforts.<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<p class="MsoNormal">If you have any questions regarding the list, appropriate forms, timelines or responsibilities please contact Melissa Tominaga, OSPS Accountant at 503-373-0738 or by email to
<a href="mailto:Melissa.Tominaga@oregon.gov">Melissa.Tominaga@oregon.gov</a>.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">For those of you who have already completed this task, thank you. If any of you are struggling to complete this task, please contact Melissa Tominaga for assistance; she will gladly help you.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thank you,<span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Book Antiqua","serif"">Matthew Riley, CPA<o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;font-family:"Book Antiqua","serif";color:#A6A6A6">OSPS Application Analyst<o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;font-family:"Book Antiqua","serif";color:#A6A6A6">DAS | Oregon Statewide Payroll Services<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Book Antiqua","serif"">(503) 373-0254 – direct<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Book Antiqua","serif"">(503) 378-3518 – fax<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Book Antiqua","serif";color:#BFBFBF"><a href="http://www.oregon.gov/das/egs/fbs/OSPS"><span style="color:#BFBFBF;text-decoration:none">www.oregon.gov/das/egs/fbs/OSPS</span></a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Book Antiqua","serif";color:#BFBFBF"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Times New Roman","serif";color:#C00000">Please note that my email has changed to
</span><span style="font-family:"Times New Roman","serif";color:#595959"><a href="mailto:matthew.riley@oregon.gov"><span style="color:#595959">matthew.riley@oregon.gov</span></a></span><span style="font-family:"Times New Roman","serif";color:#C00000"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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