Subject: Requests for Duplicate Warrants

Effective March 21, 2005, State Accounting has revised its policy regarding duplicate warrants. This General Policy No. 26 is in our State Accounting Manual, which is available on our website at http://www.das.state.ne.us/accounting/nis/amcon.htm.

This policy outlines the procedures to request a duplicate warrant and the criteria needed to justify the request. There must be a definitive reason for the request. We have had numerous instances of employees requesting a duplicate due to “never receiving the warrant”. Many times this is caused by an employee moving and not leaving a forwarding address, or not notifying the agency of the move; at other times, the agency just does not get the address change into NIS on a timely basis. In these cases, the warrants go to the old address, or the address that is in NIS. We also receive many requests where the reason is “lost in mail”. “Lost in mail” requests must be researched, and this takes time. The research must be done before a new warrant is issued. We need complete information and an understanding that these warrants cannot be issued immediately. Future requests that do not contain full information will be returned to the agencies, which will only cause further delay in getting the employees paid.

We want to be fair to all employees in ensuring that they get their pay on time. At the same time, the process of the duplicate warrant has added many hours of State Accounting time. We need your help in encouraging your employees and staff to be more diligent in providing solid reasons for the duplicate warrant requests. Additionally, keeping the NIS address information current is critical. Suggesting direct deposit could be another solution.

Please forward this memo to all appropriate personnel in your agency.

Thank you for your help in this matter.

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