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Schedule of Canceled or Undelivered Checks
Disbursing Clerk 1 & C - Military manual for administrative purposes
Sample SF 1184, Unavailable Check Cancellation
CANCELLATION REQUIREMENTS Unavailable checks that are reported to the DO as lost; stolen; mutilated (to the degree that the payee, issuing  DSSN,  or  check  serial  number  cannot  be identified);  or  not  received  by  the  payee  must  be canceled. When entitlement to payment exists, an unavailable check  may  be  replaced  by  a  new  check  called  a recertified check. Each recertified check must bear a new check serial number. All recertified checks must be vouchered and recorded as disbursements. UNAVAILABLE CHECK CANCELLATION FORM All unavailable checks must be canceled by the submission  of  an  Unavailable  Check  Cancellation,  SF 1184,  to  DFAS-CL.  A  typical  SF  1184  is  shown  in figure 4-5. The SF 1184 is required for the cancellation of each unavailable   check   regardless   of   the   particular circumstances involved. Whether or not the check was lost, stolen, mutilated, or not received or whether or not the   payee   is   entitled   to   a   recertified   check,   an unavailable check must be canceled by submission of an SF 1184. Even in the case of bulk losses, each original check must be canceled by the submission of an SF 1184. DFAS-CL  will  consolidate  the  input  for  submission  to the U.S. Treasury. The U.S. Treasury will send credits or charges resulting from the receipt of an SF 1184 or the cashing of a canceled check directly to DFAS-CL. REPLACEMENT  PROCEDURES DOs  may  issue  recertified  checks  as  replacements for  original  checks  at  any  time  starting  with  the submission of the SF 1184 and continuing, as in the case of a forged check, until the U.S. Treasury recovers the proceeds. The DO’s judgment and the circumstances associated with each unavailable check will govern when the recertified check is actually issued. AUTHORIZATION TO ISSUE RECERTIFIED  CHECKS The U.S. Treasury has delegated the authority to the DOD to issue recertified checks to replace any check originally   issued   by   a   DOD   DO.   This   authority includes checks that were lost, stolen, or destroyed both in transit and after receipt by applicable payees. DOs ultimately carry out this authority. Disbursing  Officer’s  Responsibilities The authority to issue recertified checks rests solely with the DO. Before making this decision, a DO must use good judgment in examining the conditions of each case. The following are some examples of conditions the would require a DO to make such decisions: Unavailable checks with high monetary values Payees involved in adverse actions that could result in early discharge or termination Nonpermanent  employees  who  have  no  vested retirement  benefits  or  sustained  work  history  at the  issuing  activity The DO must consider several issues in making a decision. First, is the payee able to make restitution in case of double negotiation? Second, can the payee be contacted as long as 4 months after the reissue of a recertified  check?  And  third,  what  is  the  possibility  of offsetting a double negotiation against money, other than salary, due the payee? In any case, whether or not to  issue  a  recertified  check  is  based  on  the  DO’s judgment.  In  all  cases,  the  DO  is  held  responsible  for his or her decision. Conditions  for  Refusal The DO must be able to recognize cases in which the  payee  must  be  refused  reimbursement  for  an unavailable  check.  A  DO  must  refuse  to  issue  a recertified or replacement check under the following conditions: If the original check was not issued by the same DSSN issuing the recertified check If the original check was endorsed by the payee when it was lost If the payee of the original check is not entitled to the proceeds of the check If the payee died before the original check-issue date If the 6-year statute of limitations has passed If  the  payee  has  an  outstanding  obligation against which the payment can be offset If the original check is 12 or more months (over 1 year) old 4-13

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