Document Tracking System External (DOTSE)

Recertification Process

Recertification is the reissuing of a second payment because a payee is claiming non-receipt, loss, theft, mutilation, destruction, or forgery of a Treasury check or DD/EFT.

A substitute check is issued when the payee did not receive the original check. A replacement check is issued when the original check was received but was lost, stolen, destroyed, or defaced to the extent that it was nonnegotiable. For purposes of this procedure, both checks will be referred to as replacement checks.

Each case of a report of non-receipt, loss, theft, destruction, mutilation, or forgery of a check, where the payee is entitled to the proceeds of the check, should be reviewed by the Agency to ensure that:

• The claimant is entitled to the payment,
• A check was previously scheduled for issuance,
• The check is not in the possession of the employee or Agency, and
• No cancellation or deposit action has previously taken place.

In each case where a claim is necessary, a personally signed statement from the payee or other claimant should be obtained for the Agency’s records. The statement should include the following information:

• Identification of the payment (salary, travel, etc.).
• Whether the check was received and, if so, whether the check was lost, stolen, destroyed, or mutilated.
• Whether the check was endorsed by the payee on the reverse side of the check or if the check had a limited endorsement such as For Deposit Only.
• The circumstances surrounding the loss, theft, destruction, or mutilation of the check (if received).
• Present address of the claimant.
• Signature of the payee (or payees, if the check is drawn jointly to two or more payees).

To avoid the possible loss of the replacement check, it is strongly recommended that the check be sent to an office address or an address other than the one to which the original was sent. This precaution will not result in a permanent change in the employee’s check mailing address.