Loss, Theft, Destruction or Non-Receipt of a Warrant to Clients or Vendors

Revised April 25, 2019

WAC 388-412-0035 Loss, theft, destruction or nonreceipt of a warrant issued to clients and vendors.

• Clarifying Information

Clarifying Information - WAC 388-412-0035

1. The department does not replace lost or stolen cash. Do not replace a warrant which was endorsed by the payee as this is considered to be the same as cash.
2. Before replacing a warrant we must learn if it was redeemed. The Division of Finance and Financial Recovery (DFFR) can determine whether a warrant was endorsed and redeemed. If a warrant was redeemed but the client claims they have not received or endorsed the warrant, the worker will not replace the warrant and must notify the Office of Accounting Services (OAS).
3. If a client makes numerous requests for replacement warrants staff must investigate the need for a protective payee and establish one if it is in the best interest of the client to do so.
4. If the original warrant is redeemed by the state treasurer, the department takes the necessary action to collect repayment.

Worker Responsibilities - WAC 388-412-0035

Reported loss:

1. The worker:
   
   1. Gets all facts surrounding the report of loss;
   2. Explains to the client that in cases where the Office of Fraud and Accountability (OFA) determines that both the original and replacement warrants are endorsed by the client:  
      
      1. An intentional overpayment is established;
      2. The grant is reduced by ten percent each month until the overpayment is recouped; and
      3. They may be referred to the county prosecutor for criminal prosecution.
   3. Assesses the reported facts and make a judgment of the validity of the report using the following sources:
      
      1. The Registration and Control of Negotiable (RCN) program to determine if the warrant returned to the CSO; If it was not returned:
      2. Email the following information to DFFR at DSHS RE ESA SW DFFR AP/AR to determine if the warrant was redeemed.
         1. Warrant number;
         2. Date on the warrant;
         3. Amount of the warrant; and
         4. Payee name.
   4. Requires the payee to report the non-receipt or theft to the post office or police, as appropriate and documents how this was verified (such as a police report);
      
      1. Ask the payee to sign a DSHS 07-008(X) Affidavit of Lost, Stolen, or Destroyed Warrant. Follow the form’s instruction for distribution of the form to complete the cancellation.
   5. If the payee is on the phone, give them the option of having CSD mail them the form, or coming into the office to complete the form.
2. If DFFR reports the warrant was not redeemed, the worker must take the following actions to replace the warrant, they:
   
   1. Cancel the warrant in the RCN system.  See RCN warrant cancellation in the Barcode manual.
   2. Forward the DSHS 07-008(X) to the assigned Office Support staff to cancel the warrant in the RCN system following the instructions on the form.
   3. Authorizes a replacement warrant within five working days from when the decision was made;
   4. Documents all actions taken in ACES 3G, and
   5. Informs the client using the general correspondence letter of the action taken.
3. If DFFR reports the warrant was redeemed, the worker does not replace the warrant.  Follow instructions 1 and 2 below for Redeemed warrants and affidavits of forged endorsement and document all actions taken in ACES 3G.

Redeemed warrants and affidavits of forged endorsement:  If the department learns the original warrant that was replaced is redeemed, request a copy of the signed warrant from DFFR for the payee to examine.

1. When the CSO receives this copy, the worker sends a general correspondence letter to the payee within 10 days asking the payee to come to the CSO to examine the signature.
2. When the payee examines the signature and declares it is a forgery, the worker:
   
   1. Has the payee sign a DSHS 09-052(X), Affidavit of Forged Endorsement in the presence of a notary; and
   2. Sends the DSHS 09-052(X) with a copy of the DSHS 07-008(X) to OAS.
3. If the payee declares the signature is theirs or does not respond, the worker:
   
   1. Determines if there was intent to commit fraud;
   2. Establishes an overpayment if the payee benefitted from both the original and replacement warrants; and
   3. Sends OFA an automated FRED referral through the Clients Electronic Case Record (ECR) if there was intent to commit fraud.
4. If a vendor declares the signature is theirs, the worker:
   
   1. Completes the DSHS 18-398A and emails the Office of Financial Recovery (OFR) at vendorop@dshs.wa.gov to establish the vendor overpayment; and
   2. Contacts OFA at  ReportFraud@dshs.wa.gov  to determine if there was intent to commit fraud.  The email should include:
      
      1. The nature of the suspected fraud,
      2. The date of the suspected fraudulent activity,
      3. Names and contact information for the payee,
      4. Monetary impact and
      5. If the overpayment was initiated.

Office of Accounting Services

Central Operations, SOL Desk
PO Box 45845
MS:  45845
Olympia, WA  98405-5845

5. If the payee is not sure if the signature is theirs, or they do not come into the office to examine the signature, the worker:
   
   1. Initiates a FRED referral though the Client's Electronic Case Record (ECR).
   2. If the payee is a vendor, contact OFA at ReportFraud@dshs.wa.gov  determine if there was intent to commit fraud.
   3. Takes the appropriate action based on OFA's findings;
   4. If they are in the office, has the payee sign the DSHS 09-052(X), when OFA determines that the payee did not redeem both warrants; and
   5. Sends the DSHS 09-052(X) to OAS..

Replacing Out-of-Date SSP Warrants

1. If a payee reports an out-of-date warrant, do not replace the warrant.

2. Ask the payee to sign a DSHS 07-008(X) Affidavit of Lost, Stolen, or Destroyed Warrant.
3. Send the notarized affidavit along with the warrant and a note asking to replace the warrant to OAS.  Follow the instructions on the form.

Requesting Copies of Warrants:

1. To receive a copy of a warrant, email DFFR at DSHS RE ESA SW DFFR AP/AR and include the following information:
   
   1. Warrant number;
   2. Date on the warrant;Amount of warrant;
   3. Amount of warrant; and
   4. Payee Name.