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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">If OSPS has not already received your Due Diligence notations for 2023 Stale Dated Checks, then your 11/01/23
 “Outstanding Checks To Be Purged From Check Recon” report has been emailed to the agency this morning, 11/08/23.  It lists outstanding checks, issued prior to July 1, 2021, that have become stale-dated.
<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 Treasury, 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 Stop Pay Request Form (we are unable to process Lost Check
 Requests for these checks in 2023).<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>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo3">
<span style="font-size:12.0pt;font-family:"Times New Roman",serif">Required for ALL stale dated checks no matter the amount.
<o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo3">
<span style="font-size:12.0pt;font-family:"Times New Roman",serif">Required for all current employees regardless of the amount of the check. (You cannot turn over to the Department of Treasury if a current employee or vendor/Agency)<o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo3">
<span style="font-size:12.0pt;font-family:"Times New Roman",serif">Make at least one attempt to contact the owner of the check no later than November 30, 2023
<o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo3">
<span style="font-size:12.0pt;font-family:"Times New Roman",serif">You may not charge the check owner for your efforts<o:p></o:p></span></li></ul>
<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>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l4 level1 lfo6">
<span style="font-size:12.0pt;font-family:"Times New Roman",serif">Phone directories<o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l4 level1 lfo6">
<span style="font-size:12.0pt;font-family:"Times New Roman",serif">Internet<o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l4 level1 lfo6">
<span style="font-size:12.0pt;font-family:"Times New Roman",serif">Letter to last known address<o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l4 level1 lfo6">
<span style="font-size:12.0pt;font-family:"Times New Roman",serif">State records<o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l4 level1 lfo6">
<span style="font-size:12.0pt;font-family:"Times New Roman",serif">Workday<o:p></o:p></span></li></ul>
<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 Efforts<o:p></o:p></span></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo9">
<span style="font-size:12.0pt;font-family:"Times New Roman",serif">Keep records of your search for 5 years<o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo9">
<span style="font-size:12.0pt;font-family:"Times New Roman",serif">Document phone calls to or from the payee<o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo9">
<span style="font-size:12.0pt;font-family:"Times New Roman",serif">Letters to or from the payee
<o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo9">
<span style="font-size:12.0pt;font-family:"Times New Roman",serif">Returned mail<o:p></o:p></span></li></ul>
<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">Please note that any checks that need to be stopped and reissued will need to be reissued as an agency accounting
 check because all stale dated checks are OSPA checks and cannot be reissued through Workday. Once Treasury has confirmed the Stop Payment, OSPS will notify the agency so a replacement check can be issued. The agency will need to add a copy of the replacement
 check and the check request to the case so funds can be returned to the agency via an AT.<o:p></o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b><i><u><span style="font-size:16.0pt;font-family:"Times New Roman",serif">Extended Deadlines:<o:p></o:p></span></u></i></b></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b><span style="font-size:12.0pt;font-family:"Times New Roman",serif">November 30, 2023 -
</span></b><span style="font-size:12.0pt;font-family:"Times New Roman",serif">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 Stop Pay Form as soon as possible
 and no later than November 30<sup>th</sup>.<o:p></o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b><span style="font-size:12.0pt;font-family:"Times New Roman",serif">December 8, 2023</span></b><span style="font-size:12.0pt;font-family:"Times New Roman",serif"> - Return a copy
 of your original list with notations regarding the results of your efforts. This must be submitted to OSPS no later than December 8<sup>th</sup> to allow OSPS time to submit the unclaimed property to Treasury.<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">If you have any questions regarding the list, appropriate forms, timelines or responsibilities please contact
 Tricia Phillips, OSPS Accountant at 971-283-1447 or by email to <a href="mailto:Accountant2.OSPS@DAS.oregon.gov">
Accountant2.OSPS@DAS.oregon.gov</a>. <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">Thank you for your cooperation and attention to this annual task.<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><span style="font-family:Roboto">Jason Robinson<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto">971-900-7688<o:p></o:p></span></p>
<p class="MsoNormal"><span style="mso-ligatures:none"><img border="0" width="180" height="180" style="width:1.875in;height:1.875in" id="Picture_x0020_1" src="cid:image001.jpg@01DA1226.9C64F450"></span><span style="font-family:"Calisto MT",serif"><o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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