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Check Handling Information APPENDIX I and Procedures 10/18 Page 7

c. Enter stop payment request in VaCMS:

Responsible Party Action

LDSS • After the fourth mail delivery day from the check date (same as the mail date), if the payee still has not received the check and the check has not been reported by the FPU as undelivered, initiate action to stop payment.

• Note: If the payee reports that the check has been lost or stolen after receipt, the stop payment procedures still apply.

• To stop payment, from the Left Navigation Benefit Issuance Maintain Checks  Search by Check Number or other appropriate fields. Click the pencil icon to edit the specific Issuance. The Check/Direct Deposit Action screen displays. Enter Action Requested from the dropdown menu: Stop Payment – Check Lost, Stop Payment – Check Stolen, or Stop Payment – Check Mutilated. Enter date all required documents are submitted, click Save and Continue.

Note: VaCMS generates a task and reminder to notify the FPU

worker of the action requested.

• Under no circumstances should a LDSS request a stop payment without having three completed affidavits with original signatures. A LDSS that requests a stop payment without first obtaining affidavits risks non-reimbursement.

In order to be reimbursed, local checks are to be issued only in emergencies and with the approval of the TANF Program Manager.

Responsible Party Action

FPU • FPU receives a task and reminder of the EW’s actions.

• Upon receipt of two correctly completed affidavits which will include the Lost Check Report or Stolen Check Report, the stop payment request through VaCMS, FPU takes action to stop payment on the check. From the Left Navigation, the FPU Worker selects Benefit Issuance  Maintain Checks. The FPU worker will search by Check Number or other appropriate fields. Click the pencil icon to edit specific issuance. The Check/Direct Deposit Action screen displays. This screen is read only for the FPU worker. Click Continue to access the Finance Check/Direct Deposit Status screen. Update Finance Status to: Payment Stopped – Affidavit Received/Check Cashed, Payment Stopped – Affidavit Received/Check Not Cashed, or Payment Stopped – Other Certified Documents Received. Click Save.

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