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CHECK AND WARRANT
REPLACEMENT
DEFINITIONS
" arrants" are checks printed by the State
Treasurer's Office.
"Checks" are printed by the Office of Financial
Support Services or the
Bursar's Office.
LOST CHECKS OR WARRANTS
STATE WARRANT:
Report the loss of a state warrant to Financial Support Services at 325-3021. Financial
Support Services will initiate the process by which a replacement warrant may be
issued to replace the warrant that has been lost or destroyed. Financial Support
Services will place a stop payment on the original warrant with the State Treasurer's
Office and prepare the affidavit Of Lost or Destroyed Warrant form. The payee or
current holder of the lost or destroyed warrant must sign, obtain notary, and
return completed affidavit form to Financial Support Services. Financial Support
Services will forward the affidavit form to the Office of State Finance where the
replacement warrant is subsequently issued and returned to financial Support Services for distribution.
OU CHECK:
If a University check is lost or destroyed, the payee should contact the office
responsible for the check's issuance, i.e. Bursar or Financial Support
Services. Once the payee contacts the appropriate office a stop payment will be placed on the
check with the state Treasurer's Office and affidavit for Lost or Destroyed
University of Oklahoma check form will be prepared. The payee or current holder
of the lost or destroyed check must sign and return completed affidavit form to
Financial Support Services. A replacement check will be prepared and available
for distribution in approximately three to five days.
FORGERY
Upon special request by a payee or department in the case of
suspected forgery, Financial Support Services will request copies of cashed
warrants from the Office of
State Finance. The cashed checks printed by OU are kept in Financial Support
Services and can easily be checked for verification of signature,
if necessary.
If the payee's signature is forged, a form provided by the State
Treasurer's Office to Financial Support Services, is executed in order to process a
replacement check or warrant. The
payee should sign this form at Financial Support
Services and give an address or
telephone number. It will take a few weeks to get the
replacement warrant from the Office of
State Finance after submission of the form. A replacement OU
check will be supplied in
approximately three days. The replacement will be mailed to the
payee or it may be picked up at Financial Support Services.
CHECK AND WARRANT CANCELLATION
- Automatic Cancellation
Statutory provisions in Oklahoma automatically cancel
warrants
and checks 90 days from the date of issue.
- Payroll
Requests for Payroll Warrants to be canceled should be
forwarded to Financial Support Services. Credit will be given on the
employee's earnings record and to the
originating account. Forward them immediately to assure proper
credit before the 90
expiration date.
- Budget and Restricted Accounts
Requests for all non-payroll checks and warrants to be
canceled should be forwarded to
Financial Support Services. Credit will be given
to the account affected
provided the warrant has not exceeded the 90 day expiration
date..
- Auxiliary and Agency Accounts
Requests to cancel checks issued through the Bursar's Office and
Financial Support Services should be forwarded to that office, respectfully, where credit
will be given to the account affected. This will be done on a
monthly basis.
- Warrants and Checks Canceled by Statute
Warrants and checks have a ninety (90) day limitation. After this
time, the warrant or check should be returned to the office of issuance (Financial Support Services or Bursar) for
re-issuance. If the warrant or check is not available, a "Request for Replacement of a Missing Warrant
Canceled by Statute" will be prepared. In either instance, the form must be signed by the
payee and returned. A replacement warrant will be issued by the Office
of State Finance in approximately six to eight weeks. A replacement check
issued by the appropriate office will be processed and available in approximately three to five days.
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