CWES Fiscal - Outstanding Warrants and Unendorsed Warrants Replacement

The following procedures apply when a client or child care provider reports a warrant was never received or the warrant was received by the client or provider, and then the unendorsed warrant was lost, stolen or destroyed. An outstanding warrant can be replaced on or after the FIFTH working day after the mailing date.

A. The CWES Worker:

• Reviews the warrant status. If the warrant is outstanding, the CWES worker then schedules an appointment with the client or provider on or after the FIFTH working day after the mailing date to complete the “Declaration of Lost or Destroyed Warrant” (SCD 382) with the client or provider.
• Prepares the SCD 382.
• Explains the SCD 382 to the client or provider.
• Has client or provider initial and sign the SCD 382.
• Signs the SCD 382.
• Requires client or provider to bring a picture ID. Representatives from child care centers are required to bring a picture ID and a letter of authorization indicating the person is acting as the representative of the child care center.
• Completes the “Fax Request for Benefits Issuance Action” (SCD 274).
• Submits the SCD 382 (original copy), copy of ID, letter of authorization, and the SCD 274 to the Office Designee.
• Places in the in-basket.

B. The Office Designee:

• Collects paperwork from the in-basket, on a daily basis.
• Receives the SCD 382 and verifies the warrant status.
• Prints the [Benefits Issuance] screen
• Faxes the SCD 382, SCD 274, and the [Benefits Issuance] screen to the Benefit Issuance Unit.
• Forwards the original SCD 382 and supporting documentation to the Benefit Issuance Unit.
• Submits a copy of the SCD 382, SCD 274, and the [Benefits Issuance] screen to IDM for scanning.

C. The Benefit Issuance Unit:

• Cancels and reissues the warrant, if appropriate. The replacement must be issued no later than the FIFTH working day after the affidavit is signed.
• Contacts the Office Designee for clarification
• Notifies the CWES Worker by email, with a copy to the Office Designee, that action was completed.