City of Red Bluff

CITY OF RED BLUFF AP&P 18-13– Unclaimed Check Policy Subject: Number: 18-13 UNCLAIMED CHECKS POLICY Effective Date: July 2, 2003 Departments Affected: Supercedes (Number/Date): All Authority: File References:

Section 2.14-1. Red Bluff City Code Approved by City Council on July 1, 2003

I. PURPOSE

The unclaimed check procedure is established to provide the proper mechanism to take possession of long standing unclaimed checks in accordance with government statutes and to ensure the propriety of the related accounting transactions.

II. POLICY

I. Summary of State Law

A. Money that is not the property of the City of Red Bluff that remains unclaimed for a period of more than three (3) years is the property of the City of Red Bluff forty-five (45) days after the initial public notice if not claimed or if no verified complaint is filed and served. (Sec 50050 and Sec 50051)

B. Any time after the expiration of the three (3) year period, the Treasurer of the City may cause a notice to be published once a week for two (2) successive weeks in a newspaper of general circulation published in the City of Red Bluff. (Sec 50051)

C. The Treasurer may release to the depositor of the unclaimed money, their heir, beneficiary, or duly appointed representative, unclaimed money if claimed prior to the date the money becomes the property of the City of Red Bluff upon submitting proof satisfactory to the Treasurer. (Sec 50052.5)

4/6/18 1 AP&P 18-13 CITY OF RED BLUFF AP&P18-13 – Unclaimed Check Policy D. When the unclaimed funds become the property of the City, and are in a Special Fund, the City Council may transfer them, by resolution, to the General Fund. (Sec 50053)

E. Any individual items of less than fifteen (15) dollars, or any amount if the depositor’s name is unknown, which remain unclaimed for the period of one year may be transferred to the general fund by the City Council without the necessity of public notification in a newspaper. (Sec 50055)

F. The responsibilities of the Treasurer may be delegated by the Treasurer to the department that maintains the supporting records of the uncleared checks based on the initial receipt or deposit of that money or both. (Sec 50056)

II. Public Notification

A. As of December 31 and June 30, all outstanding checks of at least fifteen (15) dollars from the General Fund, Payroll will be checked to determine those that had been issued more than three (3) years prior.

B. The checks with an issue date older than three (3) years will become part of a notice to be published once a week for two (2) successive weeks in the Red Bluff Daily News. If this newspaper is not available, then another newspaper of general circulation published locally will be chosen by the Treasurer.

1. This notice shall include the following information: a) the individual, or business name as shown on the issued check b) the amount of money on the issued check c) the fund in which it is held, i.e. general or library d) a statement announcing that the money shall become the property of the City of Red Bluff on a date that is not less than forty-five (45) days after the first publication of the notice. 2. A copy of the approved notice format is found at the end of this policy. (Exhibit I)

4/6/18 2 AP&P 18-13 CITY OF RED BLUFF AP&P18-13 – Unclaimed Check Policy C. A proof of publication from the newspaper is to be retained as verification that the notice was placed in the publication and ran for two (2) consecutive weeks.

III. Disbursement and Funds Transfer

A. The Treasurer may release to the depositor of the unclaimed money, their heir, beneficiary, or duly appointed representative, the unclaimed money, except as otherwise noted in this policy, if

1. Claim is filed prior to the date the money becomes the property of the City of Red Bluff. 2. Proof substantiating the claim is conveyed in writing, including the following: (Exhibit II) a) claimant’s name, address and telephone number b) social security number or FEIN c) proof of identity such as a copy of drivers license, social security card, or birth certificate d) the amount of the claim e) the grounds on which the claim is founded 3. A signed request for stop payment of original check is on file. (Exhibit III)

B. Upon rejection of said depositor’s claim by the Treasurer, the depositor may file a verified complaint seeking to recover all, or a designated part, of the money in a court within Tehama County. The Treasurer shall be served with a copy of the complaint and summons which must be issued within thirty (30) days of the depositor’s receiving the notice that the claim had been rejected. (Exhibit VII)

C. Upon close of business on the forty-fifth (45) day after publication of the first notice, the unclaimed check amounts revert to the City of Red Bluff.

D. When the unclaimed checks become the property of the City of Red Bluff and are in a special fund, the City Council may transfer them to the General Fund. (Exhibit IV)

4/6/18 3 AP&P 18-13 CITY OF RED BLUFF AP&P18-13 – Unclaimed Check Policy E. Unclaimed checks of less than fifteen (15) dollars that are more than twelve (12) months old will be transferred to the General Fund by the City Council (Exhibit V).

IV. Accounting Transactions

A. At the time this notice is placed in the newspaper the unclaimed checks contained in said notice will be transferred from their outstanding designation to the following account or its successors using the following procedure:

1* Account 10-00-470-300 (Deposit - Checks not Cleared) 2* For checks dated prior to July 1, 1999, Finance will do a JE to 1* Debit Cash and Credit 10-00-470-300. 3* For checks dated after June 30, 1999 2* A/P will Debit Cash and Credit A/P Liability (first step in voiding the check) 3* Finance will do a JE to Debit A/P Liability and Credit 10-00-470-300. 4* If the check is issued from an agency trust fund, notify the accountant responsible for said fund prior to doing the JE. 4* A spreadsheet of this account is to be maintained as supporting documentation for the Deposit and Related Expenditure Form. It should contain fund, original expense account, check number, check date, payee and amount.

B. At the time the funds are claimed, supporting information is to be verified and a request for stop payment completed and signed. The old check will be voided and a new check issued using the following procedure: 5* For checks dated prior to July 1, 1999 5* Finance will issue a warrant request to replace initial check 6* Debit 10-00-470-300 and Credit Cash. 6* For checks dated after June 30, 1999 7* Finance will reverse the entry in “A” above 8* A/P will issue a new check, Debit A/P Liability and Credit Cash.

C. Upon close of business on the forty-fifth (45) day after the initial notice, the still unclaimed check amounts revert to the City of Red Bluff. The amounts will be transferred to a miscellaneous revenue

4/6/18 4 AP&P 18-13 CITY OF RED BLUFF AP&P18-13 – Unclaimed Check Policy account in the fund where the checks originated. ( i.e. General Fund account 10-10-080-030) 7* For checks dated prior to July 1, 1999 9* Finance will Debit 10-00-100-100 and Credit 10-10-080-030. 8* For checks dated after June 30, 1999 10* Finance will reverse their entry in “A” above 11* A/P will complete the void by Debit A/P Liability and Credit Expense account 12* Finance will do a JE to Debit Expense account and Credit 10- 00-470-300.

D. At this time, any unclaimed checks in special funds may be transferred to the General Fund by a resolution of the City Council. 9* Finance will do a JE to 13* Debit 10-00-100-100 and Credit 10-00-470-300. 14* Credit 10-10-080-030 Debit 10-00-470-300.

E. As of December 31 and June 30 all outstanding checks of less than fifteen (15) dollars from the General Fund and Payroll will be checked to determine those that have issue dates over twelve (12) months. These amounts will then be set into a resolution for the City Council to approve, transferring these amounts to the General Fund.

10* A/P will void the check, Debit Cash and Credit original Expense account. 11* Finance will do a JE to Miscellaneous Revenue 15* Debit Expense account and Credit 10-10- 080-030.

Attachments Exhibit I - Sample Public Notification Exhibit II - Sample Claim Form Exhibit III - Sample Stop Payment Request Exhibit IV - Resolution 1 Exhibit V - Resolution 2 Exhibit VII - Sample Rejection Form

4/6/18 5 AP&P 18-13 CITY OF RED BLUFF AP&P18-13 – Unclaimed Check Policy

EXHIBIT I

CITY OF RED BLUFF 555 Washington Street Red Bluff, CA 96080

4/6/18 6 AP&P 18-13 CITY OF RED BLUFF AP&P18-13 – Unclaimed Check Policy Notice is hereby given that the City of Red Bluff is holding funds for the following persons. If said funds are not claimed by May 26, 2006, forty-five (45) days hence, these funds will become the property of the City of Red Bluff in accordance with California Government Code Section 50052.

The said funds may be released to the depositor, their heir, beneficiary, or duly appointed representative provided a claim form has been completed with the necessary information. The information needed is as follows:

1* Name, address, telephone number, and social security number (or FEIN). 2* Amount of claim. 3* Proof of identity such as copy of driver’s license, social security card or birth certificate. 4* Grounds on which claim is founded.

The Unclaimed Money Claim Form is available at the City of Red Bluff Finance Department, located at 555 Washington Street, Red Bluff, CA 96080.

Persons with funds on deposit for over three (3) years are:

Name Amount Fund

Exhibit II

CITY OF RED BLUFF Unclaimed Money - Claim Form

Return completed form to: City of Red Bluff Finance Department 555 Washington Street Red Bluff, CA 96080

Pursuant to California Government Code Section 50052, I wish to file a claim for a previously unclaimed check in the amount of $ ______that was published in the Red Bluff Daily News on ______. The grounds on which I file this claim are: ______

______

______Vender or Individual Name (printed) Taxpayer I.D. or Social Security No. ______Vender or Individual Name (signature) Telephone Number ______Address ______City/State/Zip Code FOR FINANCE DEPARTMENT ONLY

Name of Payee: ______Original Check No. ______Check Date ______Check Amount ______Replacement Check No. ______Check Date ______Check Amount ______Proof of Identity Verified: Driver’s License ______Social Security Card ______Birth Certificate______Verified By: ______Date: ______Approved By: ______Date: ______Exhibit III EXHIBIT III

REQUEST FOR STOP PAYMENT OF ACCOUNTS PAYABLE CHECK

I, ______, have lost or never received (Payee) the City of Red Bluff check no. ______, dated ______.

Please stop payment of the above check and issue another in its place.

I understand that if I find or receive the check, I am to forward it to the Finance/Accounts Payable Division immediately or be held responsible for payment if it is cashed.

I understand that the waiting period for the replacement check could be ten (10) to fifteen (15) working days. ______Payee Name (print) Telephone No.

______Payee Signature Date

______Address

______City, State, Zip Code ______

Accounts Payable Use Only

Check No. ______Check Amount $ ______

Date bank notified ______Spoke to ______Confirm No. ______

Date check replaced ______Check No. ______

Send check or call for pick-up: ______

______

Received by: ____

EXHIBIT IV

RESOLUTION NO. 41-2006

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RED BLUFF TO TRANSFER UNCLAIMED CHECK FUNDS FROM THEIR RESPECTIVE FUND(S) TO THE GENERAL FUND PURSUANT TO CALIFORNIA GOVERNMENT CODE SECTION 50053.

4/6/18 9 AP&P 18-13 CITY OF RED BLUFF AP&P18-13 – Unclaimed Check Policy WHEREAS, THE ATTACHED LIST OF CHECKS HAS BEEN OUTSTANDING AND UNCLAIMED IN SPECIAL FUND(S) FOR MORE THAN THREE YEARS.

NOW, THEREFORE, BE IT RESOLVED by the City Council as follows:

SECTION 1. In accordance with California Government Code Section 50053, the unclaimed checks on the attached list in the total amount of $667.50 shall be transferred from the respective fund(s) to the General Fund’s cash account.

PASSED, APPROVED and ADOPTED this ______day of ______, 2006 by the following vote:

AYES:______

NOES:______

ABSENT:______ABSTAIN:______

______Mayor ATTEST:

______City Clerk

EXHIBIT V

CITY OF RED BLUFF

COUNTY OF TEHAMA, CALIFORNIA

RESOLUTION NO. 12-2006

4/6/18 10 AP&P 18-13 CITY OF RED BLUFF AP&P18-13 – Unclaimed Check Policy A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RED BLUFF TO RELEASE UNCLAIMED CHECKS, PURSUANT TO CALIFORNIA GOVERNMENT CODE SECTION 50055, TO THE CITY OF RED BLUFF.

WHEREAS, the attached list of checks has been outstanding and unclaimed for more than one year and

WHEREAS, each of the checks listed on the attached summary is less than fifteen (15) dollars or any amount, if the depositor’s name is unknown.

NOW, THEREFORE, BE IT RESOLVED by the City Council as follows:

SECTION 1. That the unclaimed checks on the attached list in the total amount of $88.14 shall be transferred to the General Fund or other fund(s) so designated, in accordance with Section 50055 of the California Government Code.

PASSED, APPROVED and ADOPTED this 7th day of February, 2006 by the following vote:

AYES: Councilmembers______

NOES: Councilmembers ______

ABSENT:______ABSTAIN:______

______Mayor Pro Tem ATTEST:

______, City Clerk

Exhibit VII

City of Red Bluff Money Claim Rejection Form

The City of Red Bluff has rejected the unclaimed property claim of: 4/6/18 11 AP&P 18-13 CITY OF RED BLUFF AP&P18-13 – Unclaimed Check Policy

Vender or Individual Name: ______Address: ______City/State/Zip Code: ______Taxpayer I.D. or Social Security No.: ______Amount: ______Date: ______

The grounds on which this claim has been rejected are: ______

Under California Government Code Section 50052, you have the right to file a verified complaint seeking to recover all, or a designated part, of the money in a court of competent jurisdiction within Tehama County. A copy of the complaint and the summons issued thereon must be served upon the Finance Director/Treasurer. The copy of the complaint and summons shall be served within thirty (30) days of receiving this notice of rejection. Upon being served, the Treasurer will withhold the disputed amount from being released until a decision is rendered by the court.

4/6/18 12 AP&P 18-13