Replacement Check Request

 

PURPOSE:

To explain the process for requesting a replacement check when the original check is lost or stolen.

PROCEDURE:

A. Lost Checks

1. If a provider contacts a worker to say that the provider has not received a check, the worker will first determine whether a check was generated on WiSACWIS using the following procedure:

1. On WiSACWIS expand the payments icon under the case on the outliner. Identify the case participant for whom a payment is expected and the time frame for which payment is expected. Several date fields are listed on the second line of each check item. The first date listed is the date the check was processed. The other two dates are the start and end dates for the time frame covered by the payment.
2. If no date is listed in the first column, then the check has not yet been generated by WiSACWIS. Double click the check icon to see more details. The ‘Review Pending Checks’ window will open. It will show payment disposition in the upper right hand corner. If the check has not been generated, the disposition will most likely be listed as ‘In Process.’ The worker will tell the provider that the check is ‘In Process,’ that a check will be generated within 24 hours and that the foster parent should receive the check within 7 business days.
3. If a date is listed for the check processing, take note of the date. Expand the check line to find further information on the check. The ‘Check Disposition’ window will open. The check disposition will be listed as ‘Outstanding.’ The payee will be listed on the Check Disposition Window. If a check has been processed tell the provider to allow at least 7 business days after the check was processed for the check to arrive. Please allow longer if the recipient lives out of state.

2. If a check has been processed, as confirmed on WiSACWIS, and the provider does not receive the check within 7 business days after the date the check was processed, the worker will contact Cheryl Doerfer (soon to be Cheryl Gust) in the Bureau of Fiscal Services (BFS) . Cheryl is on GroupWise and her phone number is (608) 266-1841.

1. The worker will provide BFS the following information:

• WiSACWIS case #
• Name of the case participant
• Provider #
• Time frame for the payment
• Amount of the payment
• Correct address for the provider

2. BFS will identify whether the check was returned to the Department as undeliverable.
3. If the check was returned to the Department, BFS will send it to the provider’s correct address as given to BFS by the BMCW worker.
4. BFS will email the workers for all the children for whom payment was included on the undelivered check as well as the OHCU worker responsible for maintaining the provider on WiSACWIS.
5. If the check is not returned to the Department within 10 business days after the check is processed, BFS will give the worker the check number, the voucher number and the check date. The worker will request stop payment and replacement on the check.

3. To request that the Treasury stop payment of a check and issue a duplicate check, the worker may either complete a paper copy of the ST-60 form and fax it to the State Treasury, or the worker may complete the CFS-2158 template and email it to the Treasury.

1. Instructions for the ST-60 Form and the CFS-2158 template:

• Check the first box, labeled "Request for PHOTOCOPY of check or STOP PAYMENT and DUPLICATE CHECK."
• Fill in the Payee name as listed in WiSACWIS.
• Fill in the check number (provided by Cheryl Doerfer/Gust in BFS).
• Fill in the date of check (provided by Cheryl Doerfer/Gust in BFS).
• Fill in the Fund, Agency & Voucher No.: The fund is always 100, the agency is always 435, Cheryl will provide the voucher number.
• Fill in the total amount of the check. The check may include payment for several children or several items. List the total amount of the check.
• Complete your name as the person handling the check and fill in your phone number with area code.
• Under Issuing Department include: Department of Health & Family Services, Bureau of Milwaukee Child Welfare, your Site number, and your full mailing address.
• Fill in the reason for the request.

 

2. Faxing the ST-60: If you used the ST-60 form, fax it to Mary Alice Harris, State Treasurer’s Office, fax number (608) 266-2647. Forward a copy of the form to all other BMCW workers who case manage children for whom payment was included on the missing check
3. Emailing the CFS-2158: If you used the CFS-2158 template email the completed CFS-2158 to "Stop Payment" as listed in the GroupWise Address Book. Carbon Copy all other BMCW workers who case manage children for whom payment was included on the missing check.

2. Maintain a copy of either the completed ST-60 or a print out of the completed CFS-2158 in the financial section of the case file.
3. The worker will tell the provider that once the worker has submitted the stop payment request to the Treasurer, the original check will be stopped, so the provider should not attempt to cash the original check even if they do eventually receive it.
4. If the original check has not been cashed, the Treasurer will issue a replacement check and send it to the person listed as the "Person Handling" on the stop payment request at the address on the stop payment request. The replacement check will be issued within several days of receipt of the completed stop payment request.
5. If the original check has already been cashed, the Office of the Treasurer will send the worker who submitted the Stop Payment request a copy of the cashed check. The worker will notify the provider that the check has been cashed and notify the provider that they must designate the check as forged before a replacement check will be issued. The worker who is in communication with the Treasury will notify all other BMCW workers who case manage children for whom payment was included on the check that the check was cashed.

2. Forged Checks

1. The Treasurer will send a copy of the endorsed check to the person listed as "Person Handling" on the stop payment request.
2. The worker will send the provider a Forged Endorsement Affidavit (ST/31) and a Handwriting Specimens form (ST/99). The Affidavit and Handwriting Specimen must be completed by the provider and notarized.
3. The provider will return the completed affidavit and handwriting specimen to the worker. The worker will keep a copy of each form for the case file and submit the original documents to Cheryl Doerfer (soon to be Cheryl Gust) at: DHFS Bureau of Fiscal Services; P.O. Box 7850, Madison, WI 53707-7850. Cheryl will submit the documents to the Treasurer, and the Treasurer will forward the documents to the bank for analysis.
4. The Bank will make a determination as to whether the provider signed the check. If the provider did not sign the check, i.e. it was forged, the Bureau of Fiscal Services will issue a replacement check to the provider. The check will be issued off the Department of Health and Family Services check writing system, not WiSACWIS. The Bureau of Fiscal Services will enter a provider note on WiSACWIS explaining the resolution of the forged check, and will email workers for all the children for whom payment was included on the forged check that the issue has been resolved.
5. If the Bank determines that the provider did sign the check, no further payment will be made, and the Bureau of Fiscal Services will turn this matter over to the appropriate authorities to determine whether the provider has committed theft by fraud.
6. If a Program Manager or Site Manager determines that a provider cannot wait until the handwriting analysis is completed before receiving a duplicate check, the Program Manager or Site Manger will contact Cheryl Doerfer (soon to be Cheryl Gust) to request that the Bureau of Fiscal Services issue a duplicate check while the analysis is still in process. Only the Program Managers and Site Managers may make such a request. The Bureau of Fiscal Services will issue a duplicate check for all children and services that were included in the original check. The Bureau of Fiscal Services will issue the check off the Department’s check writing system, not off WiSACWIS. Cheryl will email workers for all the children for whom payment was included on the original check, stating that a duplicate check has been issued. Cheryl will also create a provider note on WiSACWIS. If the bank ultimately concludes that the original check was indeed forged, Cheryl will add a provider note to this effect on WiSACWIS. If the bank determines that the provider cashed the original check, the check amount will be recouped by the Bureau of Fiscal Services on WiSACWIS.

 

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Last Revised: June 16, 2008