03/01/88 Revised 04/02/19 Training Completed 04/16/19
The Office of Recovery
Services/Child Support Services (ORS/
If you are contacted by a payee who claims that s/he did not receive a CSS warrant and sufficient time has passed for the warrant to be delivered (at least 10 working days), take the steps listed below.
1. Identify the warrant number, the date the warrant was mailed, and the warrant status on ORSIS. The status codes are as follows:
a. Outstanding: The warrant has been mailed and is outstanding.
b. Redeemed: The warrant has been cashed or redeemed.
c. Remailed: The warrant has been remailed to the payee.
d. Redeemed/Replaced: A redeemed warrant has been replaced.
e. Returned: The warrant was mailed to the payee but has been returned our office undeliverable.
f. SD Stale Dated: The warrant has stale dated.
g. Stop Payment: A stop payment has been issued on the warrant.
h. Stop payment redeemed: A stop payment warrant has been redeemed or cashed.
i. Void/Cancel: The warrant has been voided (canceled).
2. Determine where the warrant was sent and if the address is correct.
3. If appropriate, complete a Lost Warrant Affidavit and obtain the payee’s signature (the payee must sign the form in front of a notary public). Allow 10 working days from the date of the warrant before you send the affidavit to the payee. Your manager may make exceptions when appropriate (e.g., if the payee lives out of state, the affidavit could be mailed before 10 working days are up); or, if the payee comes into the office before 10 working days have elapsed. If you obtain the affidavit early, you must wait 10 working days before forwarding the form.
You may mail the affidavit to a payee if s/he is unable to come into an ORS office. The affidavit must be signed in the presence of a notary public, notarized and the original signed affidavit returned to ORS.
4. The affidavit requires that the payee (only the custodial parent (CP)) set up an electronic funds transfer (EFT) with a bank or credit union or through an Utah Debit MasterCard®, pursuant to U.C.A. 62A-11-704, so that a replacement warrant can be sent electronically (preferably) instead of in the mail, in order to resolve the problem with possible future lost warrants.
5. Forward the original affidavit to be imaged. The affidavit will be sent to accounting to be worked (i.e., void the warrant and issue a replacement warrant or electronic payment).
If it is appropriate to issue a replacement warrant, and the lost warrant has not cleared the financial institution, Employer Agency Customer Service (EACSU) will void the warrant.
After the warrant status has been updated, EACSU will issue a new warrant which may be sent:
1. Electronically to the payee’s:
b. Credit Union; or,
c. Utah Debit MasterCard® card; or,
2. Mailed directly to the payee (CP), (non-custodial parent (NCP) or other entity).
NOTE: It generally takes two to three working days for EACSU to reissue the warrant.
EACSU will only replace a forged warrant if the Forged Warrant Affidavit is dated within one year of the original warrant’s issue date. One year should be sufficient time for the payee to report a stolen warrant. However, if the affidavit is dated after one year from the original warrant’s issue date, EACSU will review the situation to determine if a replacement warrant should be issued.
NOTE: If there are two separate payees listed on the initial warrant, you must complete one affidavit for each payee.
If the warrant has been redeemed, but the payee is claiming s/he is not the person who endorsed the warrant, request a copy of the warrant from the ORS Financial Services unit. Once you have the copy, call the payee and schedule an appointment for the payee to come into the office and view the signature on the redeemed warrant.
NOTE: If the payee resides in another state and is not able to come into the office, you may mail a copy of the check to them to view and verify if their signature was forged.
If the payee still maintains that s/he did not receive or redeem the warrant, complete the steps listed below.
1. If the payee confirms that the signature is a forgery, have the payee complete the Forged Warrant Affidavit and the Electronic Payment Enrollment form. Both forms must be signed by the payee.
If the payee lives outside of Utah, or resides in Utah but does not live near an ORS office, mail or fax the affidavit to the payee to be completed. The payee MUST forward the original signed affidavit back to CSS.
2. Inform the payee that an investigation will be conducted and s/he will be notified of the results.
3. Forward the original affidavit (and Electronic Payment Enrollment form, if appropriate) to the EACSU Manager located in the Salt Lake City office. EACSU will complete the process. EACSU is the liaison with U.S. Bank. DO NOT fax or scan the form.
Procedures – Stolen and Forged Warrants, Financial Services Responsibilities
As soon as EACSU receives the imaged warrant and affidavit, they will complete the following steps listed below.
1. Within two working days of receiving the affidavit (and Electronic Payment Enrollment form, if appropriate), EACSU will forward the original affidavit form to U.S. Bank for further investigation:
a. The bank will conduct its own investigation and determine if the payment was cashed by the payee or deposited into his/her account; and,
b. Notify EACSU of their results.
2. EACSU will:
a. Serve as a liaison with U.S. Bank and the payee;
b. Monitor for the money to be received; and,
c. Send the Notice of Decision – Forged Warrant letter to the payee notifying him/her that either the warrant will be replaced or the request for a replacement warrant is denied.