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692 Chapter 3:Processes and procedures • Section 4: Individual loss and restoration of benefits (07/2026) Individual loss and restoration of benefits Introduction This section covers how to restore benefits to individuals. For program eligibility, please see other areas of this manual. The office procedures in this section do not apply to APD medical programs. For APD/AAA office procedures, please see the Field Staff Assistance Manual. Non-negotiated check replacement procedures Business.Security@dhsoha.state.or.us should be contacted for any questions. There are also the replacement check policy and procedures online at OFS Forgery section on SharePoint – FBPM has Financial Clerk Support. Original CMS or special cash pay (SPL) check not negotiated process: • First, the agency uses MCR1, RCIQ or the branch office’s check register to verify an original check was issued. Verify the payee name, check number, amount and date of the check. • The branch has the payee complete an Affidavit Concerning Lost Check (DHS 0138A). The payee must fill out every section, except payment alert number. When the payee signs the form, it must be notarized. • The branch calls Forgery Services (in the ODHS General Accounting Unit) and gives them the information needed to complete a Request for a Payment Alert and Follow-Up (DHS 0435A) (paper only). • Payroll assigns a Payment Alert number to be written in the designated area of the DHS 0138A. • The worker writes the payment alert number on the DHS 0138A and forwards the original to Forgery Services. The branch can issue a replacement check by computer or by revolving fund (for emergent needs). The procedures are described below: To replace a check by computer: • If the individual did not receive the check, wait five mailing days from the date it was issued before issuing a replacement. • If the check was lost, stolen or destroyed but not endorsed, issue a replacement check without a waiting period. • If the payee endorsed the check before it was lost, stolen or destroyed, issue a replacement only if the remnants of the check are provided as evidence, or the check was noted by the payee for deposit only. • To issue the replacement check, complete an Authorization of Cash Payment (MSC 0437) using pay reason code 03. Refer to the reverse side of the MSC 0437 for more information. The computer will generate a check, and it will be mailed to the payee. To replace a check by revolving fund (for emergent needs): • Write the replacement check number on the MSC 0437 (Authorization of Cash Payment) and the DHS 0138A.