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Volume III | Chapter 10

10110 MISSISSIPPI [ TANF WORK PROGRAM - PAYMENT

Revised 02 - 01 - 11 be requested, if applicable, and a duplicate check will be issued to the payee. 4. Explain to the payee that the original check must not be cashed once a duplicate is requested. If the original check is located it should be returned to the case manager. In some instances, the original check may be located after a Request for Duplicate Check, MDHSEA- 120, has been submitted. If the original check is located and the Division of Budgets and Accounting has not requested a stop payment and issued a duplicate check, it may be possible to release the original check. The case manager will contact the Division of Budgets and Accounting, Client Services Unit, via telephone or email to determine whether this action is possible. If the original check is released, the MDHS-EA-120 will be voided. Under no circumstances, should a check be released without prior approval from the Client Services Unit. When Budgets and Accounting has already requested a stop payment, the case manager will complete a Request for Emergency Payee or Cancellation of Check, MDHS-EA-121, attach the check and submit them to the Client Services Unit to cancel the check. The reason for cancellation would be “duplicate check has been requested.” The payee should be warned that if both the original and duplicate checks are cashed an overpayment will occur and the payee may be charged with suspected fraud. If a payee returns a check that is more than 120 days old, a duplicate check will be requested by completing and submitting a Request for Emergency Payee or Cancellation of Check, MDHSEA121, to the Division of Budgets and Accounting. A duplicate check will not be issued for a check that is more than 365 days old. When a duplicate check is requested and the original check has already cleared the bank, the Division of Budgets and Accounting staff will send a check image to the county director requesting that the payee be contacted to examine the endorsement. If the payee states the signature is not his/hers an Affidavit Regarding Check

Endorsement, MDHS-EA-120A, which is valid for 30 days, will be completed. The original and two copies of the MDHS-EA-120A, along with 30 signature samples (15 cursive and 15 printed) will be submitted to the Division of Budgets and Accounting for approval and processing. If the payee states the signature is his/hers, a written request to void the MDHS-EA-120 will be submitted to the Division of Budgets and Accounting. Repeated Requests for Duplicate Checks Because of the administrative complexities of requesting duplicate checks, the process will be used only when absolutely necessary. When a payee requests a duplicate check for the second time within a 12-month period, the case manager should complete a Request for Duplicate Check, MDHS-EA120, and: