Work First 205 - Payment Rules and benefit issuance

VII. LOST OR STOLEN CHECKS

A. When a payee reports that a State issued check has not been received, determine if the check was mailed to the recipient’s current address and if the address in EIS is correct before requesting a replacement check. If the recipient has moved, determine if the check has been returned to the department of social services.

B. When a State issued check is believed to be lost or stolen before the payee endorsed it:

1. Have the payee sign immediately the Request for Replacement Check (DSS-8129). The DSS-8129 serves as a request to the Controller’s Office to cancel the old check and reissue a new check in the same amount. It also serves as an affidavit; sworn by the payee that they have not and will not cash the old check should it be located.

2. Complete all items on the DSS-8129 and submit immediately to:

NC DHHS Controller’s Office
Program/Benefits Payments Section
2019 Mail Service Center
Raleigh NC 27699-2019


Retain a copy of the completed form in the case record.

3. Upon receipt of the Request for Replacement Check (DSS-8129), the Program/Benefits Payments Section issues a stop payment order to the Office of the State Treasurer.

If the check has not been paid, a replacement check is issued.

4. If the check has been paid, the agency will receive a photocopy of the check and a Forgery Affidavit (BPS-8920). If the Controller’s office does not receive forgery credit, the county is charged for the amount of the check. Use the form sent or the interactive form available online. (http://info.dhhs.state.nc.us/olm/forms/ooc/bps-8920-ia.pdf)

5. Compare the signature on the back of the check to verified signatures of the payee(s). The county is solely responsible for investigating and determining whether a replacement check is issued. Therefore, if forgery credit is not received, the county is charged for the amount of the check.

C. Suspected Forgeries Procedures

In any case where forgery is suspected, encourage the recipient to file a theft report with the local police department.

Submit the notarized Forgery Affidavit (BPS-8920) signed by the payee to the Program/Benefits Payments Section. Complete all fields on the form including the check number, the benefit month in the “dated” field, and amount of the check. Enter TNF in the “fund” field. Maintain a copy of the completed form in the case record and provide a copy to the payee. A replacement check is then issued.

When there is suspicion that the payee(s) endorsed and cashed the check;

1. Notify the Program/Benefits Payments Section. That section voids the Request for Replacement Check (DSS-8129) submitted originally. A replacement check is not issued.

2. Send a DSS-8110 to the payee explaining that a replacement check will not be issued and why.

D. If a recipient reports that a WFFA check has been lost or stolen after it has been endorsed:

1. Inform the recipient that a report can be filed with the local police department.

2. Submit a Request for Replacement Check (DSS-8129) to the Program/Benefits Payments Section. The form cannot be submitted until the endorsed check has been cancelled as outstanding after 90 days. Note on the DSS-8129 that the check was endorsed.

3. The Program/Benefits Payments Section will issue a stop payment order.

NOTE: If a merchant calls the agency regarding a stop payment on a check issued to their company, inform the merchant that the client is responsible for repayment. The county department of social services nor the State of North Carolina is responsible for payment to a merchant.

a. If the check has not been paid by the Office of the State Treasurer, a replacement check is issued.

b. If the check has been paid by the Office of the State Treasurer, a replacement check will not be issued.

It is the responsibility of the recipient(s) to take legal action if they wish. Upon request, the Program/Benefits Payments Section will furnish a copy of the paid check to the local department of social services.

E. If at any time the recipient decides that a replacement check is not required, immediately contact the Program/Benefits Payments Section,