Minnesota Management and Budget, Accounting Services Number 0802-03.1 Issued: January 21, 2015 Revised: December 20, 2015 Lost or Destroyed Warrants Procedure Objective To explain the process to replace lost or destroyed warrants per General Procedures Step Action Responsible Timeline Party 1. Destroyed warrants should be marked void and returned to Vendor or N/A Minnesota Management and Budget by the vendor or issuing Agency agency. 2. A cancel/reissue transaction is entered in SWIFT to create a new MMB Vendor N/A warrant. Payments 3. If the vendor does not receive a payment and it is assumed lost, Agency N/A the agency that issued the payment should submit a stop payment form to MMB. 4. Notarized affidavits must be completed by the payee when: Payee N/A the payee requests a replacement warrant to be mailed to a different from the address printed on the original warrant; and/or the warrant is over 120 days past the issue date. 5. A cancel/reissue transaction is entered in SWIFT to create a new MMB Vendor N/A warrant. Payments Related Forms 0803-03.1F Stop Payment Memo for Lost Warrant 0803-03.2F Affidavit Dual (must request from ) Related Policies and Procedures 0803-03 Lost or Destroyed Warrants
Minnesota Management and Budget, Accounting Services Number 0802-03.1 Issued: January 21, 2015 Revised: December 20, 2015 Lost or Destroyed Warrants Procedure Objective To explain the process to replace lost or destroyed warrants per General Procedures Step Action Responsible Party Timeline 1. Destroyed warrants should be marked void and returned to Minnesota Management and Budget by the vendor or issuing agency. Vendor or Agency N/A 2. A cancel/reissue transaction is entered in SWIFT to create a new warrant. MMB Vendor Payments N/A 3. If the vendor does not receive a payment and it is assumed lost, the agency that issued the payment should submit a stop payment form to MMB. Agency N/A 4. Notarized affidavits must be completed by the payee when: the payee requests a replacement warrant to be mailed to a different from the address printed on the original warrant; and/or the warrant is over 120 days past the issue date. Payee N/A 5. A cancel/reissue transaction is entered in SWIFT to create a new warrant. MMB Vendor Payments N/A Related Forms 0803-03.1F Stop Payment Memo for Lost Warrant 0803-03.2F Affidavit Dual (must request from ) Related Policies and Procedures 0803-03 Lost or Destroyed Warrants
0802-03-01-lost-destroyed-warrants-procedure.docx