Lost or Stolen Warrant Replacement

Forms

The following forms may be used when replacing a lost or stolen warrant:

Form #

Form Name

 Description 

SCD 274

Fax Request for Benefit Issuance Action

 This form is used by the Social Services Benefits Specialist (SSBS) to request the Benefit Issuance (BI) Unit at Julian to take certain actions (e.g., cancel a warrant/check, or change the status on a warrant).

SCF 377

Declaration of Forged Endorsement

 The SSBS provides this form to the client to complete to have their claim in writing.

SCD 382

Declaration of Lost or Destroyed Warrant

 This form is used by the SSBS when a warrant/check is lost, stolen, or destroyed.

SCF 729

Authorization for Release of Information

 SSBS initiates and provides this form to the client to fill out and sign. This form gives the County permission to release the client's information to authorities.

SCF 1258

Information Sheet

 SSBS provides this form to the client to complete, so the information can be used by the District Attorney’s (DA)'s Investigators.

 

Important: All applicable forms must be completed before scheduling an appointment with the Benefit Issuance (BI) Unit. 

Lost Endorsed Warrant

When the client endorses the warrant, it becomes the same as cash for anyone holding it. If the client loses the warrant, it is agency policy that the warrant CANNOT be replaced until six (6) months from the date of issuance. The time frame of six (6) months was selected because six (6) months is normally the time it takes for an uncashed warrant to become invalid. As the warrant is still considered valid for six (6) months, the county cannot recover the funds if the warrant was replaced during those six months and later the original warrant is also cashed.

When a client reports a lost warrant that was endorsed, the:

Who Action
Client 
  • Notifies the SSBS of the loss of the endorsed warrant.
SSBS
  • Informs the client of the requirement for a six-month waiting period.
  • Enters alert for six (6) months from the date the warrant was issued to check the status of the warrant on the Issuance Search window.

 

If, after a 6-month period, the warrant is... Then the warrant...
Cashed by anyone, CANNOT be replaced, and the client will lose out on the money.
Still outstanding, May be replaced.

Replacement Procedure for Warrants with a Restrictive Endorsement

When the client informs the SSBS of the loss of a warrant which the client endorsed to a specific person or entity (Restrictive Endorsements), the replacement must be done by the BI Unit at Julian. The following procedures must be followed:

Who Action
Client
  • Informs the SSBS that the warrant was lost and endorsed to a specific person or entity.
SSBS
  • Completes and reviews the SCD 382 and instructs the client to write an explanation of the restrictive endorsement in addition to the name and address of the person to whom it was endorsed.
  • Calls the BI Unit at Julian at (408) 755-7237 to make an appointment for the person to whom the warrant was endorsed.
    • Notate the time and place of the appointment (i.e., date the BI Unit at Julian will replace the warrant) on the SCD 382.
  • Provides the client with a copy of the SCD 382 and instructs the client to give the copy of the SCD 382 to the person to whom the warrant was endorsed. 

Note: The person to whom the warrant was endorsed must bring the SCD 382 to the replacement appointment. At that time, the BI Unit at Julian will have that person complete the forgery affidavit and will replace the warrant.

Cashed (Forged) Warrant Replacement

When the client notifies the SSBS that they have lost or never received the warrant, but it is determined that the warrant has already been cashed, replacement of the warrant can only be done by the BI Unit. It cannot be done in the district office because the client must view the cashed warrant before signing the forgery affidavit. The client must pick up the replacement from the BI Unit at Julian, as replacements will not be mailed.

SSBS Responsibility

The SSBS must take the following actions when a lost warrant has been cashed:

Who Action
SSBS
  • Informs the client of the requirement to complete the forgery affidavit. Forgery affidavit forms include: SCD 382, SCF 377, SCF 729, and SCF 1258.
  • Photocopies ten (10) signatures of the payee from the case record. Copies of witnessed signatures, such as on the SAWS 2A, SAWS 2, SCD 101s, MC 210s, etc., are particularly important.

    • Note: One (1) copy of the signatures of other adults in the household (e.g., spouse, Unrelated Adult Male (UAM), relatives) must also be sent with the payee, if available in the case record.

    • Important: It is important for the client to know that signatures are compared and that the forgery will be referred to the county's District Attorney (DA) for investigation. The client will be required to cooperate in the investigation and prosecution of the forgery; this may include testifying in court. The SSBS reviews the procedures with the client carefully to ensure that the client fully understands them.

  • Email the BI Unit at warrantcontrol@ssa.sccgov.org to schedule a forgery appointment.
  • Instructs the client to take adequate identification (driver's license or other picture ID if possible) to the warrant replacement appointment. If the client has no ID, complete the Certification of Identification Document (CW 54) available in CalSAWS.
  • Has copies of: SCD 382, SCF 377, SCF 729, and SCF 1258 scanned into Imaging.
  • Places the following forms in an envelope and routes to the BI Unit at Julian through the pony:
    • The original SCD 382.
    • The original SCF 377.
    • The original SCF 729.
    • The original SCF 1258.

 

No further activity is necessary from the SSBS unless, for some reason, the replacement appointment must be rescheduled.

  • The SSBS must instruct the client to contact them if there is a problem with the appointment.
  • The SSBS will reschedule the appointment with the BI Unit at Julian, if necessary.

 

Important: UNDER NO CIRCUMSTANCES IS THE SSBS TO GIVE THE CLIENT THE TELEPHONE NUMBER OF THE BI Unit at Julian.

Benefit Issuance (BI) Unit at Julian Responsibility

The following steps are taken by the BI Unit at Julian when a lost warrant is cashed:

Who Action
BI Unit
  • Takes the information from SSBS regarding the lost warrant that was cashed.
  • Pulls the cashed warrant or obtains a copy of it from the bank.
  • At the warrant replacement appointment, the Benefits Issuance Unit will provide the bank's forged endorsement form for the client to sign in the presence of a notary public. Once signed, the BI Unit will take a photo of the client and their ID card. After everything is filled out, the BI unit will hand the replacement check to the client.

Important: THE BENEFITS ISSUANCE UNIT WILL FORWARD THE DOCUMENTS TO THE DISTRICT ATTORNEY'S OFFICE FOR FURTHER INVESTIGATION.

District Attorney’s (DA) Responsibility

All replacements of forged warrants are referred to the DA by the BI Unit at Julian. The BI Unit at Julian may also request a DA investigator to be present at the replacement interview if there appears to be contradictory information. If the investigation reveals that the client has fraudulently completed the SCF 377 and the client is subsequently prosecuted and convicted, the DA Investigator will notify the SSBS of the amount of the duplicate aid and request recoupment of the overpayment. Sometimes the merchant who cashed a warrant calls the SSBS regarding facts in the case. The SSBS must refer any calls from a merchant regarding a warrant that has been cashed to the Forgery Investigator in the DA’s office.

Recovery of Duplicate Aid Payments

Occasionally, when a client has had a lost/stolen warrant replaced, the original warrant is also cashed at a later date. In the past, this has represented a significant loss of funds to the county. If the client completes a forgery declaration, it is possible for the county to recover the funds from the bank; therefore, it is extremely important that a forgery declaration is obtained. The BI Unit at Julian has implemented a procedure to recover these lost funds. When the client receives a replacement warrant, and the original warrant is also cashed, the client will be notified by the BI Unit at Julian and given the opportunity to complete a forgery declaration.

If the client does not complete the declaration, we will assume:

  • The client received both warrants,
  • Consider the duplicate aid an overpayment,
  • Correct our claims with the federal government, and
  • Recoup the lost funds.

The following procedures apply when this occurs:

Who Action
BI Unit
  • Calls or sends the client a letter requesting the client to come in to sign a Declaration of Forged Endorsement. The client is also informed that if they fail to do so, the duplicate payment will be considered an overpayment and adjusted from the grant.
  • Notifies the SSBS of the month and amount of the duplicate payment and the cooperation deadline (4 weeks) for the client.
  • Calls or sends a second request to the client after 2 weeks if the client has not responded, and allows the client an additional 2 weeks to complete the declaration (a total of 4 weeks). If within four weeks, the client:
    • Responds, sends an email to the SSBS that the client has complied and that no further action is necessary.
    • Does NOT respond, sends an email to the SSBS requesting action.
SSBS 
  • Receives an email from the BI Unit at Julian requesting that the SSBS take action and have the warrant declared an overpayment.
  • Reviews the [Issuance Detail] window information. Checks to see if a warrant was replaced in the month indicated and contacts the BI Unit at Julian to clear any discrepancy.
  • Documents on the Journal Detail page whether the client cooperated and, if the client did not cooperate, information about the budget computation and overpayment.
  • Runs EDBC and Capture Discrepancy to record the O/P and begin recoupment. (This is not an administrative O/P.)
  • Sends notice to the client to inform them of the O/P and the recoupment. In the remarks area of the NOA, write “You received a duplicate aid payment in the month of ______.”
  • Images the email from the BI Unit into the case record. 

 

When Recoupment Has Begun

If the client contacts the SSBS after the recoupment has begun and wishes to complete the forgery declaration, the SSBS needs to contact the BI Unit to schedule an appointment. The client will be given another opportunity to sign the declaration, provided it is within six months of the issue date of the warrant.

When the client completes the declaration:

Who Action
BI Unit
  • Sends an email to notify the SSBS of the client's cooperation and to instruct the SSBS to delete the O/P and recoupment action.
SSBS
  • Deletes the O/P record and recoupment action when notification is received from the BI Unit indicating the client has cooperated.
  • Prints the email and has it scanned into Imaging.

 

Replacement Procedures for Same Amount/Payee

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

Who Action
Client
  • Comes into the office to get the outstanding warrant replaced.
SSBS
  • View the Issuance Search window to determine the status of the warrant.
If Then
The warrant is cashed,
The warrant is still outstanding,
  • Completes and reviews SCD 382 with the client and obtains signatures.
  • Prints a screenshot of the Issuance Detail window for the outstanding warrant.
  • Completes the Fax Request for Benefits Issuance Action (SCD 274).
  • Email warrantcontrol@ssa.sccgov.org or Fax to (408) 755-7919 the SCD 274, the screenshot shot, and the signed SCD 382 to the BI Unit at Julian.
  • Pony the original SCD 382 to the BI Unit at Julian.
  • 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).

 
BI Unit
  • Contacts the bank to verify the status of the warrant.
  • Enters details (reason, date, amount, status change, effective month, etc.) for this change request in the Journal Detail window after the action has been completed.
  • Notifies SSBS by phone or email when the change status is complete and follows these guidelines.
  • Cancels the warrant in CalSAWS and documents it in the Journal Detail window.