Warrants Procedures

Returned Paper Warrants

Returned Directly by the Client/Provider

When a client/provider brings the warrant into the office to return it, the following procedures must be followed:

 

Step

Who

Action
1 The Social Services Benefits Specialist (SSBS)

Contacts the DOFC and notifies him/her the client/provider is in the lobby with a warrant, and provides pertinent information.

Note: Sometimes the client may return the warrant with the SAR 7. If this occurs, the SSBS must follow these same procedures, informing CST that the client is NOT in the lobby.
2 The DOFC
  • Accepts the warrant from the client/provider.
  • Gives the client/provider a receipt if requested.
  • Writes "VOID" on the warrant.
  • Makes a copy of the returned voided warrant and gives it to the SSBS assigned to the case.
  • Forwards the original warrant to the Benefit Issuance Unit (BIU) at Julian.
3 The SSBS
  • Completes the Fax Request for Benefits Issuance Action (SCD 274) giving disposition instructions for the returned warrant.
  • Faxes/ponies the SCD 274 and the copy of the returned warrant to the BIU at (408) 755-7919.
4 The BIU
  • Changes the [Issuance Status] per request to cancelled if it conforms to the County Fiscal policy and procedure.
  • Enters details (reason, date, amount, status change, effective month, etc.) for this change request in Journal Detail page after action has been completed.
  • Notifies SSBS by phone/fax/email when change status is complete.
5 The SSBS
  • Makes necessary budget or other entries in CalSAWS.
  • Reissues warrant, if appropriate, either through Batch or online.

Refer to Replacement Procedures for Same Amount/Payee.

Returned in the Mail

The Post Office returns warrants when they cannot be delivered as addressed. There are several reasons why a warrant is returned. Some examples are:

  • The person does not live there or has never lived there.
  • The person has moved.
  • The address is incorrect or invalid.

 

The following occurs when a warrant is returned in the mail:

  1. The Mailroom at Julian:
    1. Sorts warrants.
    2. Forwards warrant and envelope to Publishing Services.
  2. The Publishing Services:
    1. Photocopies warrant, envelope and completes Authorization for Disposition of Returned Warrants (SCD 723).
    2. Forwards the original warrant and the photocopy to the BIU.
  3. The BIU:
    1. Changes [Issuance Status] of warrant on Issuance Detail page from Issued to Returned in Mail.
    2. Enters reason for return in the Journal Detail page.
    3. Sends email alert to SSBS that warrant was returned.
    4. Files original warrant separately by warrant number.
  4. The SSBS:
    1. Receives email alert.
    2. Attempts to contact client/provider to determine reason warrant was returned.

If the client/provider is...

Then...

No longer eligible,
  • Discontinues case when an adequate and timely (10-day) NOA can be provided and has warrant canceled. Refer to Returned Directly by the Client for cancellation instructions.

Note: A Batch AU Exception may be set to ensure a replacement warrant is not issued after the cancellation is done until the SSBS has time to make all the necessary budget/case entries.

Eligible,
  • Completes and faxes the Fax Request for Benefits Issuance Action (SCD 274) to the BIU with disposition Instructions (i.e., Mail to new address, release for client pick-up, cancel, etc.)
  1. The BIU:
    1. Receives SCD 274 from SSBS with disposition instructions.
    2. Follows disposition instructions, if they conform to the County Fiscal policy and procedures, to:
      1. Mails returned warrant to new address, or
      2. Releases returned warrant to client for office pick-up at Julian, or
      3. Cancels warrant.
    3. Enters details (reason, date, amount, status change, effective month, etc.) for this change request in Journal Detail page after action has been completed.
    4. Notifies SSBS by phone/fax/email when change status is complete.
    5. Files SCD 723 and SCD 274 for their records.
  2. The SSBS:
    1. Makes necessary budget or other entries in CalSAWS.
    2. Reissues warrant, if appropriate, either through Batch or online.

Refer to Replacement Procedures for Same Amount/Payee.

Cut-Off Times

Cut-off times are established for warrants that are to be pulled for:

  • Cancellation, or
  • Client pick-up.

Canceled Warrants

The BIU must be notified before 2 p.m. in order for warrants to be pulled and canceled.

Client/Provider Pick-Up

The BIU must be notified before 2 p.m. in order for clients/providers to pick-up a warrant on the following day after 3 p.m.

Note: In case of “emergency” same day requests, SSBSs may contact the BIU on an as-needed-basis.

Damaged Warrants

Warrants that are damaged while being printed and are not mailed to the clients/providers will immediately be stamped "VOID" to render them non-negotiable. When a warrant is damaged the following occurs:

The BIU:

  • Cancels warrant and issues replacement.
  • Notifies SSBS that damaged warrant was cancelled and reissued.

Note: Warrants returned by clients/providers which have been damaged are canceled and reissued following the returned warrant procedure. Refer to Returned Directly by the Client and Returned in the Mail.

Warrant Replacement

Assembly Bill (AB) 142

AB 142, which was signed into law January 1, 1986, provides that a client has the right to sign an affidavit regarding a lost warrant by the fifth working day after the day the warrant was mailed. A lost warrant may be defined as a warrant that was never received, or was received, but prior to endorsement was lost, stolen or destroyed.

Agency Policy

An "outstanding warrant" is a warrant that has not yet been paid by the Treasurer through its bank. An outstanding warrant may be replaced upon proper completion of an affidavit by the payee. SCC uses the Declaration of Lost or Destroyed Warrant (SCD 382) to replace an outstanding warrant. Agency policy is to have the client sign the SCD 382 on the seventh calendar day after the mailing date, which meets the requirement of AB 142.

 

The following is a summary of Agency Policy for outstanding warrants:

If the client/provider...

And...

Then...

Did NOT receive the warrant,

The Agency has possession of the warrant,

The warrant may be cancelled and reissued immediately.

Did NOT receive the warrant,

The warrant is NOT in the Agency’s possession and we do not have definite knowledge of what happened to it,

No replacement of the outstanding warrant may be made before the seventh calendar day, when it is officially considered "lost."

Received the warrant,

Has definite knowledge that the warrant was lost, stolen or destroyed,

There is no waiting period prior to the replacement of that outstanding unendorsed warrant. The client has the right to sign the affidavit immediately.

Received the warrant,

The warrant WAS endorsed and then lost, stolen or destroyed,

Refer to Lost Endorsed Warrant.

Replacement Procedures for Same Amount/Payee

When a client/provider reports that a warrant was not received, lost, stolen or destroyed prior to endorsing it, the SSBS must follow the steps outlined in the Agency Policy section above to determine when the affidavit may be signed.

When the time frame passes for the client/provider to sign the affidavit, the SSBS must take the following steps to replace the warrant when the amount and payee remain the same:

Step

Who

Action
1 The Client/Provider

Comes into the office to get the outstanding warrant replaced.

Note: The client/provider may also sign the SCD 382 electronically if their identity can be verified. 
2 The SSBS

Views the Issuance Detail page to determine the status of the warrant.

  • If the warrant is cashed, refer to Lost or Stolen Warrant Replacement
  • If the warrant is still outstanding: 
    1. Completes and reviews SCD 382 with the client/provider and obtains signatures (in person or electronic).
    2. Prints the Issuance Detail page for the outstanding warrant.
    3. Completes the Fax Request for Benefits Issuance Action (SCD 274) to notify the BIU that the issuance must be Replaced through Batch or Office issuance.
    4. Emails warrantcontrol@ssa.sccgov.org, or faxes the SCD 274, the Issuance Detail page, and the signed SCD 382 to the BIU at (408) 755-7919.
    5. Ponies the original SCD 382 to the BIU.
    6. Has a copy of the signed SCD 382 scanned into Imaging.

Reminder: Replace an Issuance Record means the SAME amount and payee as the previous record (only checks and warrants).
3 The BIU
  • Contacts the bank to verify the status of the warrant.
  • If warrant is still outstanding, changes the Status to Replaced.
  • Enters details (reason, date, amount, status change, effective month, etc.) for this change request in the Journal Detail page after action has been completed.
  • Notifies SSBS by phone or email when change status is complete.
4 The SSBS

Gives the screen print of the Search for Office Issuance window to the DOFC.

 
5 The DOFC
  • Goes to Search for Office Issuance window.
  • Searches for “Fiscal” in Pick Up Location.
  • Selects Process Benefit button to print the check.
  • Must FAX a copy of the check to BIU, fax number: (408) 755-7919 IMMEDIATELY after it is printed and BEFORE handing it to the client/provider. If DOFC staff experience difficulties with the fax number, please contact a BIU staff directly at (408) 755-7237 regarding the Office Issuance check.
6 The BIU

Must notify the bank immediately via JP Morgan Chase Online System after receiving the DOFC fax notification.

 

 

Reissuing Procedures for Different Amount/Payee

When a client/provider reports that a warrant was not received, lost, stolen or destroyed prior to endorsing it, the SSBS must follow the steps outlined in the Agency Policy section to determine when the affidavit may be signed. When the time frame passes for the client/provider to sign the affidavit, the SSBS must take the following steps to replace the warrant when the amount and/or payee are different:

Reissuance Through Batch

DAY 1

  1. The SSBS follows these guidelines:
    1. If the warrant is to be reissued through batch for a different amount or to a different payee:

      1. Faxes the Fax Request for Benefits Issuance Action (SCD 274) form to the BIU with appropriate attachments to request to Cancel the Issuance Record. 

      2. Scans the SCD 274 into Imaging.

  1. The BIU changes the status to Cancel after verifying the status with the bank.

DAY 2

  1. The BIU:
    1. Changes the status of the warrant to Cancel Confirm.
    2. Notifies the SSBS of the status change.
  2. The SSBS:
    1. Makes all required budget or case changes.
    2. Runs EDBC online and on the EDBC List page, and enters “Y” in the Evaluate Benefit Discrepancy Cash (Y/N) box for the check reissuance month. This will cause the system to recalculate the budget for that month and issue the underpayment as a supplement.
    3. Authorize the payment through the batch process.
  3. CalSAWS generates a new warrant the next day to be mailed.

Reissuance Online

DAY 1

  1. The SSBS follows these guidelines:
  2. If the warrant is to be reissued online for a different amount or to a different payee:

    1. Faxes the Fax Request for Benefits Issuance Action (SCD 274) form to the BIU with appropriate attachments to request to Cancel the Issuance Record. 

    2. Scans the SCD 274 into Imaging.

  3. The BIU changes the status to Cancel after verifying the status with the bank.

DAY 2

  1. The BIU:
    1. Changes the status of the warrant to Cancel Confirm.
    2. Notifies the SSBS of the status change.
  2. The SSBS:
    1. Makes all required budget or case changes.
    2. Changes Issuance Method and Office Pick Up Location, as appropriate.
    3. Runs EDBC online and on the EDBC List page, and enters “Y” in the Evaluate Benefit Discrepancy Cash (Y/N) box for the check reissuance month. This will cause the system to recalculate the budget for that month and issue the underpayment as a supplement.
    4. Authorize the payment on-line.
    5. Goes to Search for Office Issuance window.
    6. Prints screen displaying the on-line payment.
    7. Submits screens to DOFC.
  3. The DOFC:
    1. Receives screen prints.
    2. Goes to Search for Office Issuance window.
    3. Selects [Process Benefits] button to generate check.
    4. Must FAX a copy of the check to BIU, fax number: (408) 755-7919 IMMEDIATELY after it is printed and BEFORE handing it to the client. If DOFC staff experience difficulties with the fax number, please contact a BIU staff directly at (408) 755-7237 regarding the Office Issuance check.
  4. The BIU must notify the bank immediately via JP Morgan Chase Online System after receiving the DOFC fax notification.

Related Topics

Collection Payments

Warrants Procedures

Warrants Procedures