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<p class="MsoNormal"><span style="font-size:11.0pt">Payroll Professionals,</span><span style="font-size:11.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Welcome to the 2025 unclaimed property process. Any Workday payroll checks issued prior to July 1, 2024, are considered stale-dated and will be required to be reported as unclaimed property
<b><i>by October 15, 2025</i></b>.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">This is the first year the Workday checks are considered to be stale dated. The reports have been posted on the Workday Drive and access given to agency staff as requested by your Payroll Manager. You will
also find on the Workday Drive the 2025 Outstanding Ck Notices for your agency which can be used for due diligence purposes. If you believe you should have access, but do not, please ask your Payroll Manager to send a request to
<a href="mailto:Accountant2.OSPS@DAS.oregon.gov">Accountant2.OSPS@DAS.oregon.gov</a> to grant access.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Please note Unclaimed Property Reporting is an annual mandated requirement.
<b><i>Due diligence must be completed by September 15, 2025</i></b>. If you are unable to comply with this requirement, please contact Oregon State Treasury for assistance at 503.986.5290.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><i>RECOMMENDED DUE DILIGENCE PRACTICE<o:p></o:p></i></b></p>
<p class="MsoNormal"><b><i><span style="font-size:11.0pt"><o:p> </o:p></span></i></b></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo2">OSPS grants access to the Stale-Dated Checks Report to agency payroll on the Workday Drive.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo2">Agency identifies current state employees that are noted on the report in Column F. Work with them to either redeem the outstanding checks, stop, or cancel and reissue the checks.
Do not forward them to Oregon State Treasury as unclaimed property. Please send any Stop Payment Requests to OSPS for current state employees stale-dated checks no later than August 29, 2025.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo2">For payees who are not current state employees, agency payroll sends written notice to each payee at the last known address. You may use the Outstanding Check Notice provided on the
Workday Drive for this purpose. This notice includes written warning that the agency will send their property to Oregon State Treasury if they do not respond.
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo2">If the agency does not receive a response to the Outstanding Checks Notice, the agency exercises due diligence to find and contact the payees for checks greater than $100<b><i>. Complete
due diligence efforts by September 15<sup>th</sup></i></b>. See Notes, Due Diligence below.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo2">Document the steps taken to contact the payee on the 2025 Stale-Dated Checks spreadsheet using the drop-down menu in Col S. Columns P thru R are for agency use in documenting their
due diligence process. <o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo2">OSPS will perform due diligence on centrally paid vendor checks and forward the list of unclaimed property to Oregon State Treasury.<o:p></o:p></li></ol>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><i>ADDITIONAL NOTES<o:p></o:p></i></b></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b>Current State Employees</b> – Do not list checks for current state employees as unclaimed property. If the check is determined to be owed to the state employee, please process an OSPS 99.31 Stop Payment Request if the agency does not
have the original check. <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">If the stale-dated check is determined to be an overpayment to the state employee, please follow your agencies process to prevent overpayment. Use the drop-down menu in Col S on the 2025 Stale-Dated Checks Report to record the action taken
by the agency.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Instructions for Workday checks:<o:p></o:p></b></p>
<p class="MsoListParagraph"><o:p> </o:p></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo3">If the employee does not redeem the check(s), request a replacement check from OSPS through a Workday case.<o:p></o:p></li><ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level2 lfo3">If the agency has the check, use the Cancel a Workday Check Form found on the Workday drive.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level2 lfo3">If the agency does not have the check, use the Stop Pay form OSPS 99.31 on the Workday drive.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level2 lfo3"><b>Please DO NOT use the obsolete Lost Check Replacement Form.</b> Current state employees do not need to sign to have their stale-dated check processed as a Stop Payment Request.
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level2 lfo3">The Outstanding Checks Notice can be used to contact termed employees.<o:p></o:p></li></ul>
</ol>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Due Diligence </b>– OAR 141-045-0010(7) defines due diligence as the degree of effort holders of unclaimed property take to find the rightful owner of property before the holder sends the property to Oregon State Treasury. ORS 98 requires
us to exercise due diligence for checks greater than $100. OSPS recommends that agency payroll make at least one attempt to contact payees of checks less than $100.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Due Diligence examples include:<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l6 level1 lfo4">Verify that the payee has not contacted agency payroll about the outstanding check(s).<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l6 level1 lfo4">Send the Outstanding Checks Notice to the last known address. This notice includes a specific statement that the state will turn the funds over to Oregon State Treasury if the payee
does not respond.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l6 level1 lfo4">Verify the payee is not a current state employee. If they are, the funds cannot be sent as unclaimed property to Oregon State Treasury.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l6 level1 lfo4">Use telephone books and on-line searches to verify the address and/or telephone number.<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><i>SUPPORTING DOCUMENTATION/FORMS<o:p></o:p></i></b></p>
<p class="MsoNormal"><b><i><o:p> </o:p></i></b></p>
<p class="MsoNormal">Keep a record of your due diligence activities for each payee for three years. Documentation might include:
<span style="font-size:11.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo5">Copies of letters and returned envelopes<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo5">Notes<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo5">Web or telephone book searches<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><i>By September 15, 2025, please complete your due diligence in attempting to locate the owner of the check(s). If a check needs to be cancelled/stopped and rewritten, please send the appropriate form listed above to OSPS as soon as
possible and no later than September 15, 2025.<o:p></o:p></i></b></p>
<p class="MsoNormal"><b><i><o:p> </o:p></i></b></p>
<p class="MsoNormal">The information provided by the agency on the 2025 Stale-Dated Checks Report located on the Workday Drive will act as record of the agency’s due diligence efforts which in past years has needed to be provided to OSPS. Based on the information
selected in the drop-down menu in Col S, Columns T and U will auto default listing next steps needed to be performed by the agency and OSPS.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Please add the social security number and last known address and, if available, phone number, to the 2025 Stale-Dated Checks Report (See Columns I thru O). Since OSPA has been shut down, the NAUPA report sent to Treasury will need to be
created by OSPS and this additional information is required to complete the load in HRS Pro.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Please note the instructions and timeline tabs located on the 2025 Stale-Dated Checks Report for your use.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">If you have any questions about the report, 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></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal">Thank you, <span style="mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#2F5496"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><span style="font-family:Roboto">Tim<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
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Description automatically generated" v:shapes="Picture_x0020_2"><![endif]><b><span style="font-family:Roboto;mso-ligatures:none">Timothy
M. Lowry<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:Roboto;color:#353535;mso-ligatures:none">Oregon Statewide Payroll Services Manager</span><span style="font-size:16.0pt;font-family:Roboto;color:#353535;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:Roboto;mso-ligatures:none">Chief Financial Office | Office of the State Controller</span><span style="font-size:16.0pt;font-family:Roboto;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:Roboto;mso-ligatures:none">971-718-4230<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:13.5pt;text-indent:-13.5pt"><span style="font-size:10.0pt;font-family:Roboto;mso-ligatures:none"><a href="http://www.oregon.gov/DAS/Financial/Payroll%0d"><span style="color:blue">http://www.oregon.gov/DAS/Financial/Payroll</span></a></span><u><span style="font-size:10.0pt;color:blue"><o:p></o:p></span></u></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;font-family:Roboto;mso-ligatures:none">Pronouns: he, him, his</span></i><i><o:p></o:p></i></p>
<p class="MsoNormal"><o:p> </o:p></p>
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