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Conditions for Issues of Recertified Checks
A DO’s decision to issue a recertified check as a
replacement for an unavailable check must be based on
the facts available in each case. As is the case with all
other check issues and disbursements, the DO will be
held personally and pecuniarily liable for all illegal,
erroneous, or improper disbursements of public funds
by recertified check. As long as the risk of loss from
overpayment is low, however, the DO is normally
authorized to provide replacement of an unavailable
check to the payee immediately after preparing the SF
1184.
REQUIREMENTS FOR ISSUING
RECERTIFIED CHECKS
Under all conditions, the DO must receive a
statement in writing from the payee before issuing a
recertified check. In fact, this statement is required so
that the DO can substantiate the necessity for issuing a
recertified check.
Statement of Claimant Requesting
Recertified Check
A completed DD Form 2660, Statement of
Claimant Requesting Recertified Check, is the
preferred form for the payee’s required written
statement. However, a DO is authorized to accept a
signed letter from the payee in lieu of the DD 2660. An
example of a DD 2660 is shown in figure 4-6. Notice
the certification statement above the payee’s signature
line. If the claimant should try to negotiate both checks,
the government could use the certification statement on
the DD 2660 to establish fraudulent intent on the part
of the payee. As previously stated, the DO’s decision
to issue a recertified check will be based on the facts
available in each case.
Timing Requirements and Other Conditions
for Issues of Recertified Checks
Timing requirements for issuing recertified checks
will vary depending upon the circumstances.
Generally, DOs are encouraged to delay issuing
recertified checks until the U. S. Treasury has provided
a status on unavailable check cancellations,
Certain delays, however, can result in undue
hardship. The DOD is aware of how these delays can
affect the personal financial affairs of both military and
civilian employees as well as the relationships between
the DOD and private industry and business. Other
intangible benefits to the DOD could be compromised
or lost as a result of delayed payments. For these
reasons, recertified checks may be issued immediately
to some payees under certain conditions.
IMMEDIATE ISSUES.— DOs may immediately
issue recertified checks to replace undelivered, lost,
stolen, mutilated, or destroyed original checks issued
by their symbol for the types of payees in the following
circumstances:
Military and civilian personnel for payment of
pay and allowances (Exceptions: Payees who have
previously negotiated both the original and the
recertified check issued to replace the original are not
eligible for immediate issuance of a recertified check.
Banks, credit unions, and other financial
institutions, unless the DO determines it to be in the best
interest of the DOD to obtain Treasury status before
issuing a recertified check
Agencies of the U.S. Government
Foreign governments (Exceptions: Where
doubt exists as to the status of a foreign payee, the DO
must treat payment as a foreign business and issue a
recertification check only after receipt of Treasury
status.)
Vendors and contractors (Exceptions: When the
DO determines it to be in the best interests of the DOD
to obtain Treasury status before issuing a recertified
check.)
Any payee upon the DO’s determination that
such payment is necessary
Any payment made under protest
Any composite or consolidated check regardless
of the amount
NOTE: Notice how the exceptions to these
categories rely not only on the guidelines and laws, but
also on the judgment of the DO.
ISSUES DEPENDING UPON RECEIPT OF
U.S. TREASURY STATUS.— Some classes of payees
are not eligible for immediate payment replacement by
recertified check. For example, the payees involved in
the conditions described in the following categories will
receive recertified checks only when the Treasury has
reported the original checks as “outstanding”:
Foreign businesses and contractors where check
payments were made to addresses or financial
institutions outside the United States
4-15
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