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Operational Advisory
Office of Operations
Bureau of State Accounting Operations

Advisory Number: 8
Advisory Name: State Check Outreach
Date Issued: 11/13/2013 Date Last Updated: 06/19/2019
Subject:
State Check Outreach

Guidance:
The 2019 outreach letters will be mailed to payees who have not cashed a State check issued to them in calendar year 2018. These letters notify payees that the proceeds of an uncashed check will be turned over to the OSC Office of Unclaimed Funds if action is not taken to negotiate the payment or seek a replacement check.

Letters will be mailed out to payees on July 17, 2019, with a requested return date of August 23, 2019. A second letter will be mailed to payees for any single check amount over $1,000 that remains outstanding in the Fall. To ensure that respondents do not receive a second letter, all cancellation requests for a single check over $1,000 should be submitted to OSC or Treasury (in accordance with the guidance), prior to September 6, 2019. These dates are posted on the Agency Calendar.

New in 2019

Starting with the 2019 outreach, payees will receive one letter for all outstanding checks that were issued under the same department within an agency.  This will eliminate multiple responses from a single payee.  The business process to request OSC to cancel the original issuance remains the same, but with the consolidated letter, will now have multiple checks listed for the payee.  This is also a good opportunity for agencies to review instances where multiple checks are issued to a payee and remain uncashed. 

Information regarding the standard check replacement process for Comptroller’s Refund Account checks can be located in the Guide to Financial Operations, Chapter XII, Section 9.G –Reissuing or Cancelling a Refund Check. 

Information regarding the standard check replacement process for General Checking Account checks can be located in the Guide to Financial Operations, Chapter XII, Section 9.C –Reissuing or Cancelling a Vendor, Employee Expense, or SSI/SSP Check.

For more information regarding the escheatment process see the Guide to Financial Operations, Chapter XIV Section 1 - Outstanding Check Outreach and Escheatment.



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