709.03 When Paper Checks Are Not Received (FAM)

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When an individual or agency reports nonreceipt of a paper check:

1. Determine whether a check was issued and sent to the appropriate address.

2. Ask the individual or agency representative to report the loss in writing.

3. Advise the individual or agency representative that a stop payment must be placed on the original check before a replacement can be issued.

4. Advise the individual or agency representative not to cash the original check if it reappears, but to return it unendorsed immediately to the District Office.

5. Advise the individual or agency representative that a replacement check will be issued within 4 weeks.

6. Advise the individual or agency representative that they must sign a receipt for the replacement check.

7. Advise the individual or agency representative that if the original check was endorsed, they must sign Form 99, Forged Check Affidavit, denying the endorsement.

8. Complete Form 98, Request for Stop Payment/Duplicate Check, and forward it to the Office of Finance (OOF) to start the replacement check process. The District Office completes Form 87, Supplemental/ Expedited Check Issuance, attaches it to Form 98, and sends it to OOF.

9. Report stolen checks to OOF, Recovery Services. Use Form 99.