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VIRGINIA DEPARTMENT

OF SOCIAL SERVICES ENERGY ASSISTANCE

06/11 VOLUME IX, CHAPTER E, PAGE 6

5) When VDSS receives the Stop Payment Request form from the locality, a State Stop Payment Request will be initiated to go to the Comptroller who will issue a stop payment order.

An investigation will be initiated by the bank issuing the check to determine whether there is evidence of fraudulent activity. Upon completion of the investigation and determination of a legitimate claim, the VDSS will start the paperwork to issue a duplicate check. The issuance of a duplicate check will take from 30 to 60 days from the date of legitimate claim determination. LDSS should use discretion in issuing a local check as VDSS has no control over the bank's investigation period. If a duplicate check is issued, it will be made payable to the client and the Treasurer of the locality. The LDSS will keep the duplicate check, if a local check was issued. If a local check was not issued, ensure that the name and address are correct prior to mailing the duplicate check to the client.

NOTE: If the original check is found after the stop payment request has been initiated, the LDSS must send the check along with a note specifying that a stop payment request was made to the Division of Finance/Banking Unit. Do not complete a check cancellation form.

b. Vendor Checks

1) The vendor will report the check lost or stolen to the Vendor Coordinator at VDSS.

2) The vendor will be instructed to go to the nearest LDSS to sign the affidavits as specified in a. 2) above. If the LDSS has any questions about the information included on the affidavit, they must contact the Vendor Coordinator.

3) After the vendor has signed the affidavits, the LDSS must submit the three original affidavits to the Vendor Coordinator by courier pouch.

4) The Vendor Coordinator will then submit the affidavits to the Division of Finance, Banking Unit who will then prepare the Stop Payment Request.

5) The duplicate check will be made out to the vendor and sent to the vendor by the VDSS.

TRANSMITTAL #11-1