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 Unit (BIU) 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 BIU. 

Note: In CalSAWS, the Status of the warrant will appear as Cancelled (instead of Replaced). The BIU does not issue replacements. Once the BIU notifies the SSBS, the change status is complete. The SSBS must process EDBC for the affected issuance period to authorize the re-issuance (replacement) and then must choose the immediacy status and issuance method.

Lost Endorsed Warrant

When the client/provider endorses the warrant, it becomes the same as cash for anyone holding it. If the client/provider 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/provider reports a lost warrant that was endorsed, the:

Who Action
Client/Provider
  • Notifies the SSBS of the loss of the endorsed warrant.
SSBS
  • Informs the client/provider 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 Detail page.

 

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

Replacement Procedure for Warrants with a Restrictive Endorsement

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

Who Action
Client/Provider
  • 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/provider 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 BIU 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 BIU will replace the warrant) on the SCD 382.
  • Provides the client/provider with a copy of the SCD 382 and instructs the client/provider 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 BIU will have that person complete the forgery affidavit and will replace the warrant.

Cashed (Forged) Warrant Replacement

When the client/provider 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 BIU. It cannot be done in the district office because the client/provider must view the cashed warrant before signing the forgery affidavit. The client/provider must pick up the replacement from the BIU, 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/provider 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/provider to know that signatures are compared and that the forgery will be referred to the county's District Attorney (DA) for investigation. The client/provider 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/provider carefully to ensure that the client fully understands them.

  • Email the BIU at warrantcontrol@ssa.sccgov.org to schedule a forgery appointment.
  • Instructs the client/provider to take adequate identification (driver's license or other picture ID if possible) to the warrant replacement appointment. If the client/provider 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/provider to contact them if there is a problem with the appointment.
  • The SSBS will reschedule the appointment with the BIU, if necessary.

 

Important: UNDER NO CIRCUMSTANCES IS THE SSBS TO GIVE THE CLIENT/PROVIDER THE TELEPHONE NUMBER OF THE BIU.

Benefit Issuance Unit (BIU) at Julian Responsibility

The following steps are taken by the BIU when a lost warrant is cashed:

Who Action
BIU
  • 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 BIU will provide the bank's forged endorsement form for the client to sign in the presence of a notary public. Once signed, the BIU will take a photo of the client/provider and their ID card. After everything is filled out, the BIU will hand the replacement check to the client/provider.

Important: THE BIU 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 BIU. The BIU 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/provider 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/provider 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/provider 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 BIU has implemented a procedure to recover these lost funds. When the client/provider receives a replacement warrant, and the original warrant is also cashed, the client/provider will be notified by the BIU and given the opportunity to complete a forgery declaration.

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

  • The client/provider 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
BIU
  • Calls or sends the client/provider a letter requesting the client/provider to come in to sign a Declaration of Forged Endorsement. The client/provider 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/provider.
  • Calls or sends a second request to the client/provider after 2 weeks if the client/provider has not responded, and allows the client/provider an additional 2 weeks to complete the declaration (a total of 4 weeks). If within four weeks, the client/provider:
    • Responds, sends an email to the SSBS that the client/provider 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 BIU requesting that the SSBS take action and have the warrant declared an overpayment.
  • Reviews the Issuance Detail page information. Checks to see if a warrant was replaced in the month indicated and contacts the BIU to clear any discrepancy.
  • Documents on the Journal Detail page whether the client/provider cooperated and, if the client/provider 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/provider 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 BIU into the case record. 

 

When Recoupment Has Begun

If the client/provider contacts the SSBS after the recoupment has begun and wishes to complete the forgery declaration, the SSBS needs to contact the BIU to schedule an appointment. The client/provider 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/provider completes the declaration:

Who Action
BIU
  • Sends an email to notify the SSBS of the client/provider'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 BIU indicating the client/provider has cooperated.
  • Prints the email and has it scanned into Imaging.

 

Replacement Procedures for Same Amount/Payee

When a client/provider 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 of the Warrants Procedures topic 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:

Who Action
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. 
SSBS
  • Views the Issuance Detail page 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/provider and obtains signatures (in person or electronic).
  • Prints the Issuance Detail page for the outstanding warrant.
  • Completes the Fax Request for Benefits Issuance Action (SCD 274).
  • Emails warrantcontrol@ssa.sccgov.org or faxes to (408) 755-7919 the SCD 274, the Issuance Detail page, and the signed SCD 382 to the BIU.
  • Ponies the original SCD 382 to the BIU.
  • 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).

 
BIU
  • 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 page 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.