PAYMENT
PROCESSING
03/01/88
Revised 09/01/25 Training Completed 09/15/25 Last Reviewed 10/01/25
Utah Code 26B-9-113
The Office of Recovery
Services/Child Support Services (ORS/
Forms Overview
1.
Lost Warrant Declaration. This form is used to obtain the
payee’s signature when a warrant is lost.
2.
Notice of Decision – Forged
Warrant. This letter
is sent to the payee of a forged warrant to notify him/her of the final
decision.
3.
Electronic Payment Enrollment. This form must be completed when
the payee of a forged warrant is the custodial parent (CP).
4.
Forged Warrant Affidavit. This form is provided by U.S.
Bank and is used to replace a forged warrant if it is dated within one year of
the original warrant’s issue date.
If you are contacted by a payee
who claims that s/he did not receive a 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 Declaration and obtain the payee’s
signature.
NOTE: If the
payee is the custodial parent (CP), ORS requires that the payee set up an
electronic funds transfer (EFT) with a bank or credit union or through a Utah
Debit MasterCard® (pursuant to Utah Code 26B-9-113), so that a replacement
warrant can be sent electronically instead of in the mail, in order to resolve
the problem with possible future lost warrants. If the payee is a custodial parent, send the Electronic Enrollment
Payment form along with the declaration.
Allow 10
working days from the date of the warrant before you send the declaration to
the payee. Your manager may make exceptions when appropriate (e.g., if the
payee lives out of state, the declaration 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 declaration early, you must wait 10 working
days before forwarding the form.
You
may mail the declaration to a payee if s/he is unable to come into an ORS
office. The declaration must be signed and the original signed declaration
returned to ORS.
4.
Forward the
original declaration to be imaged. The declaration will be sent to accounting
to be worked (i.e., void the warrant and issue a replacement warrant or
electronic payment).
Replacement
of Lost Warrant – Financial Services Responsibilities
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:
a.
Bank;
b.
Credit
Union; or,
c.
Utah Debit
MasterCard® card; or,
2.
Mailed directly
to the payee (CP), noncustodial parent (NCP) or other entity.
NOTE: It generally takes two to
three working days for EACSU to reissue the warrant.
Procedures – Stolen and Forged 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, EACSU 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.