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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-size:12.0pt;font-family:"Times New Roman",serif">Payroll Professionals,<o:p></o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-size:12.0pt;font-family:"Times New Roman",serif">REMINDER: The deadlines mentioned below are fast approaching. OSPS has refreshed the E701-030-A OUTSTANDING
CHECKS TO BE PURGED FROM CHECK RECON report. <span style="background:yellow;mso-highlight:yellow">
Please make sure you have the report dated 08/21/19. If you do not see this report under your Quarterly and Yearly Run menu, then you do not have any stale dated checks or have cleared all the stale dated checks from the original report.</span>
<o:p></o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-size:12.0pt;font-family:"Times New Roman",serif">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 class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-size:12.0pt;font-family:"Times New Roman",serif">Agencies Due Diligence Responsibilities<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.5in;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 (highly recommend for all checks)<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:.5in;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 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:.5in;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 no later than August 30, 2019<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:.5in;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 class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-size:12.0pt;font-family:"Times New Roman",serif">Effective Methods to Locate Payee if Not a Current Employee
<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.5in;text-indent:-.25in;mso-list:l2 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 class="MsoListParagraph" style="margin-left:.5in;text-indent:-.25in;mso-list:l2 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 class="MsoListParagraph" style="margin-left:.5in;text-indent:-.25in;mso-list:l2 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 class="MsoListParagraph" style="margin-left:.5in;text-indent:-.25in;mso-list:l2 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 class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-size:12.0pt;font-family:"Times New Roman",serif">Retain Documentation of Your Effort
<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.5in;text-indent:-.25in;mso-list:l1 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 class="MsoListParagraph" style="margin-left:.5in;text-indent:-.25in;mso-list:l1 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 class="MsoListParagraph" style="margin-left:.5in;text-indent:-.25in;mso-list:l1 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 class="MsoListParagraph" style="margin-left:.5in;text-indent:-.25in;mso-list:l1 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 August 31, 2019 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 appropriate form prior to September 6, 2019. Also, no later than September 15 return
a copy of your original list with notations regarding the results of your efforts.<o:p></o:p></p>
<p>If you have any questions regarding the list, appropriate forms, timelines or responsibilities please contact Vangie Barizo, OSPS Accountant at 503-373-0738 or by email to
<a href="mailto:evangeline.barizo@oregon.gov">evangeline.barizo@oregon.gov</a>.<o:p></o:p></p>
<p>Thank you for your cooperation and attention to this annual task,<o:p></o:p></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;font-family:"Cambria",serif;color:#385623">Thank you</span></b><span style="font-size:12.0pt;font-family:"Cambria",serif;color:#385623">,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cambria",serif;color:#806000"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cambria",serif;color:#002060">Vangie Barizo<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Tahoma",sans-serif;color:#002060">Accountant<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Tahoma",sans-serif;color:#002060">Oregon Statewide Payroll Services<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Tahoma",sans-serif;color:#002060">155 Cottage Street NE, Salem, OR 97301<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Tahoma",sans-serif;color:#002060">503-373-0738 (Direct)
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Tahoma",sans-serif;color:#002060">503-378-3518 ( Fax)<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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