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693 Chapter 3:Processes and procedures • Section 4: Individual loss and restoration of benefits (07/2026) When original child care provider check from PP/SA is not negotiated: • Only DPU may replace child care provider checks issued by PP/SA. Branch offices are not authorized to replace provider checks issued by PP/SA. There are two reasons why the branch should never replace a provider check issued by PP/SA: • When a provider has multiple claims paid all on one check, each claim must be manually adjusted to reconcile the payment record. and • If the branch and DPU both replace provider checks, it is very likely there could be duplicate payments on the same claim. If the provider contacts SSP with a request for a replacement check, SSP will advise the provider to call DPU. The provider must wait at least five mailing days from the date the check was issued before requesting a replacement check. After receiving a request for a replacement check, DPU will contact Forgery Services and give them the information needed to complete a DHS 0435A (paper only). DPU will notify the local branch office that the provider will come in to complete the DHS 0138A. The local branch office will obtain the payment alert number from Forgery Services, assist the provider in completing the DHS 0138A, notarize the form and send to General Accounting, Forgery Services. Forgery Services will make a replacement decision and notify DPU; DPU will replace the check and mail it to the provider. If the provider wants a replacement check right away, DPU will make a determination of emergent need and contact the branch for issuance of payment. Criteria DPU will use to determine emergent need: • The payment is at least $100, and • The provider is in a crisis (in jeopardy of losing housing, utilities or vehicle use). Proof of crisis is required. Documents can be supplied through the branch or faxed to DPU, or • SSP has made an error causing a financial hardship for the provider by an undue delay in payment through no fault of the provider. SNAP cash-out checks not negotiated: If SNAP cash-out individuals have been issued a check that is lost or destroyed, these are the two methods for replacing SNAP cash-out checks: • When the individual needs a replacement right away, use the following procedure:
The branch completes the top portion of the DHS 0138A using information from ONE.
The branch gives the DHS 0138A to the payee. When the payee signs the form, it must be notarized.
The branch calls Forgery Services and gives them the information needed to complete a DHS 0435A (paper only).
Forgery Services assigns a payment alert number to be written in the designated area of the DHS 0138A.