Intercounty Lost or Stolen Warrant Replacement

Aid Types: AAP, CalWORKs, CAPI, EA, FC, RCA

Warrant Issued By Another County

When the client's warrant from a county other than SCC has been lost or stolen, and the client now resides in SCC, this county will take a DFA 874, “Statewide Intercounty Lost Warrant Replacement Affidavit.” The DFA 874 is forwarded to the other county in order to speed up the warrant replacement. The intercounty affidavit must be done by the BI Unit @ Julian.

When the client reports the loss of a warrant from another county, follow these procedures:

  1. The SSBS:
    1. Calls the Affidavit Clerk in the BI Unit @ Julian at (408) 755-7237 to make an appointment for the client to complete the intercounty affidavit.
    2. Writes a memo to the BI Unit @ Julian giving the following information:
      1. Case name (in other county)
      2. Case number (in other county)
      3. Payee's name
      4. Payee's Social Security number
      5. County which issued the warrant
      6. Amount of warrant
      7. Date issued.
    3. Places memo in an envelope addressed to the Affidavit Clerk, the BI Unit @ Julian. Writes the appointment time and address of the BI Unit @ Julian on the envelope and instructs the client where to take the envelope.
    4. Informs the client of the requirement to bring proper identification to the appointment.
  2. The Affidavit Clerk:
    1. Completes the DFA 874.
    2. Contacts the other county to get the warrant information and other information which may be needed to complete the affidavit.
    3. Has the client sign the affidavit.
    4. Sends the completed affidavit to the other county.

The other county will replace the warrant within 5 working days of the date they receive the affidavit.

Santa Clara County's Warrant

When clients have moved to another county and request replacement of a lost or stolen SCC Warrant, the SCC SSBS may refer them to the Social Services Agency in the county where they reside, if it is more convenient for the client than coming to SCC. The county of residence will take a DFA 874, “Statewide Intercounty Lost Warrant Replacement Affidavit,” and send it to the SCC Affidavit Clerk, in order to speed up the replacement process. If the warrant has been cashed, the BI Unit @ Julian will complete the forgery replacement process. If it is outstanding, the SSBS will replace it.

  1. The Affidavit Clerk:
    1. Reviews DFA 874 sent by the other county for completeness.
    2. Searches to see if the check is still outstanding.
    3. If the warrant has been cashed:
      1. Notifies the client of the requirement to complete the forgery affidavit.
      2. Requests the other county to take the forgery affidavit and forward it to the Affidavit Clerk in SCC.
      3. Replaces the warrant.
    4. If the check is outstanding:
      1. Cancels the warrant
      2. Changes the "Issuance Status" from "Issued" to "Cancelled"
      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 or email that the DFA 874 was received and that the outstanding check has been cancelled.
      5. Faxes copy of DFA 874 to SSBS of record.
      6. Files the original DFA 874.
  2. The SSBS:
    1. Checks the information in the case record with the information on the affidavit to ensure accuracy.
    2. Reissues it to the client's current address using the procedure in. Refer to Replacement Procedures for Same Amount/Payee.
    3. Has the DFA 874 scanned into the IDM system.

      1. Note: It is important to take this action immediately upon receipt of the DFA 874. The check must be replaced by the fifth (5th) working day after this county receives the affidavit.

  • The DFA 874 must be processed as a TOP PRIORITY to meet the time frame set by the legislature.

AAP Out of State Warrant Replacements

The county policy and procedures that apply to lost or stolen AAP warrants issued to families within the state of California also apply to AAP families residing in other states or out of the country.

AAP SSBSs will assist to find and direct the adoptive parent(s) to the nearest out of state social services agency. The “Statewide Intercounty Lost Warrant Replacement Affidavit” (DFA 874) may be faxed or emailed to the out of state social services agency for completion or an equivalent form used by that agency may be accepted. Once the completed form is returned, the process for replacing the warrant remains the same. See the section above, “Santa Clara County's Warrant,”  for details.

AAP Out of Country Warrant Replacements

If the adoptive parent(s) reside out of the country, the AAP SSBS will send the DFA 874 by fax, email or standard mail. The AAP Parent(s) must be instructed to return the complete notarized form via standard mail. It must include the clients original signature and the original notarization. Once the completed form is returned, the internal process for replacing the warrant remains the same. See the section above, “Santa Clara County's Warrant,” for details.

Reminder: When an AAP case has an out of country address the SSBS must send an email to BI to advise them that the check must be pulled from the next days batch. It will be manually mailed with the correct postage for the out of country address.

Related Topics

Collection Payments

Warrants Procedures