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SOPP# 705: Affidavit of Lost Check Department of Finance SOPP # 705 (Treasury) Prepared By: Treasury Division Effective Date: 2/27/09 Approved By: Commissioner of Finance Title Affidavit of Lost Check Policy and Procedures Purpose To establish policies and procedures to investigate and reissue lost checks that was released by the Department of Finance. Policy e Vendor inquiries to Departments and Agencies regarding lost checks must allow for at least: two (2) weeks from check date for on-island check delivery and three (3) weeks from check date for off-island check delivery before contacting the Department of Finance, e Department of Finance maintains files of issued and cleared checks. e Reconcilement/Audit Section is responsible for researching and reissuing claims against lost checks. e Replacement checks will be returned directly to Department or Agency that submitted affidavit of lost check within 10 business days weeks. Responsibilities v¥ Departments and Agencies are responsible for submitting a completed and fully executed Affidavit of Lost Check Form to the Department of Finance. v Departments and Agencies are responsible for checking the status of the reissued vendor payment via the ERP v Reconcilement/Audit Section is responsible for researching and resolving claims against lost checks. Vv Affidavit_of Lost Check Form must be accompanied with a Department Transmittal Memorandum (DTM). ¥ Reconcilement/Audit Section will contact Department or Agency via email to pick up reissued check SOPP# 705: Affidavit of Lost Check Page 1 of 2 SOPP# 7085: Affidavit of Lost Check Department of Finance Procedure . Download an Affidavit of Lost Check Form and Department Transmittal Memorandum (DTM) from www.usvifinance.info and make adequate copies for future use. . Complete and verify all information on the Affidavit of Lost Check Form for accuracy to the details per the ERP. . Forward original fully executed Affidavit of Lost Check Form to the Treasury Division, Reconcilement/Audit Section with the Department Transmittal Memorandum (DTM) and indicate an email address within the DTM for further follow-up. . Research will be conducted by Reconcilement/Audit Section to determine clearance status of check. > If check has cleared the bank, the Reconcilement/Audit Section will forward a copy of the cancelled check to the Department or Agency > If check has not cleared the bank, the Reconcilement/Audit Section will place an immediate stop payment on the check and proceed to step # 5. . Forward the Affidavit of Lost Check Form to the Accounting Division for issuance of a replacement check. Print check in separate batch and forward to Disbursement Section for pick-up by Reconcilement/Audit Section. . Contact Department or Agency via email to pick up reissued check. Revision History Revision # Date Description of changes Requested By 0 12/22/2008 | Initial Release GJ 1 1/11/09 Review of initial realease. vc 2 1/12/09 Review of revised changes GJ 3 1/30/09 Review of revised changes GJ, JL, VC, EF 4 2/26/09 Review of style changes JL& VC 5 2/27/09 Final revisions JL & VC SOPP# 705: Affidavit of Lost Check