Escheatment and SMART

A link to the full ASTRA presentation on Escheatment will be provided later in this article, but this is intended to give an overview of the process, highlight the various queries that are helpful utilizing SMART, and highlight the voucher page for verification that a check has been escheated.

All State of Kansas outstanding checks (including SMART checks, payroll checks and KDOR refund checks), unless specifically exempted by statute or system limitation, shall be escheated (turned over to the Unclaimed Property Division of the Kansas State Treasurer) after 13 months.
In the past, outstanding checks (formerly known as warrants) were outlawed and canceled after 13 months. As noted in Info Circ 14-A-005, effective July 1, 2013, House Bill 2139 of the 2013 legislative session abolished the canceled warrants payment fund; thereby transferring the responsibility for payment of escheated checks to the Unclaimed Property Division of the Kansas State Treasurer.

J
ob aids have been developed to assist agencies with using queries and reports to identify/review checks that have been escheated. All of these job aids can be found on this website under Training > Accounts Payable > AP Reports page. 

Job Aids for Escheated Check Queries


Job aids pertaining to escheated checks with a brief explanation are as follows:

     Using the KS_AP_PYR_EXT_ESCHEATED_CHK Query -  payroll checks
     Using the KS_AP_STARS_EXT_ESCHEATED_CHK Query -  STARS checks  
     Using the KS_AP_ESCHEATED_CHECKS-Job Aid - SMART checks and voucher numbers
     Using the KS_AP_OUTSTANDING_TRAVEL-Job Aid - outstanding or unreconciled checks for travel

If a check has been escheated,  the voucher will contain information.  Navigate to the voucher through the Search page and on the Payments tab of the voucher, the Schedule Payment section will have an "Action" of "Escheated".

Payment Tab Escheated Check

After the current schedule has been completed by December 15, 2014, the monthly pattern is to escheat on the 15th day of the month or the first business day after.

All agencies are expected to review outstanding checks and take the necessary action prior to the date scheduled for escheatment.

Job aids have been developed to assist agencies with using queries and reports to identify outstanding checks. All of these job aids can be found on this website under Training > Accounts Payable > AP Reports page.

Job Aids for Queries and Reports Identifying Outstanding Checks


The following job aids are available:

     For Use by KDOR

     Using the KS_AP_KDOR_EXT_CHECK_TO_ESCHEAT

     All Agencies
     
     Using the KS_AP_PYR_EXT_CHK_TO_ESCHEAT Query - to identify Payroll checks
     Using the KS_AP_OUTSTANDING_CHECKS Query
     Using the KS_ACCT_REGISTER Report
     Using the KS_AP_OUTSTANDING_TRAVEL-Job Aid - to identify travel and expense checks 

Agencies generally have three (3) options for handling an outstanding check:

  1. Do nothing - payment is due and should be escheated.
  2. Cancel - payment is not due, agency is responsible for canceling the payment.
  3. Reissue - payment has been lost and agency is responsible for requesting the payment be reissued.

Exceptions - The following types of checks will not be escheated:

     Travel and Expense checks
     Checks from funds exempted from escheatment by statute (only six (6) agencies have these funds)


For checks that have been escheated....

Payees/claimants are able to search for unclaimed property at the following link:

Kansas State Treasurer

If you receive a call from a payee/claimant and the only information they can provide to you is check number – provided the check is a SMART check, go to Accounts Payable > Review Accounts Payable Info > Payments > Payment to get to the Payment Inquiry page.

Payment Inquiry Page 2

Payment Status will confirm the check has been escheated. By selecting the Payment Reference ID link you will find the Voucher ID to further research any question the claimant has regarding the payment.

Payment Inquiry Result 2

The link to the August 13, 2014, ASTRA presentation is below:

SMART ESCHEATMENT - Month End Checklists