Subject: SB468-LOIS Returned Checks and Declined Credit Cards

Replacement funds for returned checks and declined credit cards for manufactured structure ownership documents and trip permit fees will be collected by the Building Codes Division of DCBS, provided Division policies outlined below are followed in the initial acceptance of the item.

Check Acceptance Criteria :

Identification.

• Positive picture ID is required. State-issued drivers license, identification card, or photo-military ID. Confirm that the individual presenting check is in fact, the person whose picture is on the ID.
• Compare signature on identification to signature on check. If signatures do not reasonably match, check should be declined.
• Circle or record identification number on check. (e.g., DL# 1234567)
• Record date of birth. (e.g., DOB 01/29/72)
• Daytime phone number should be recorded on check near name/address. If preprinted, confirm phone number is current and correct for daytime contact.

Transaction Information.

• Check must be written in ink, with no erasures or corrections.
• Check must be currently dated. No pre- or post-dated checks should be accepted.
• Checks must be payable for the specific amount of the LOIS transaction(s). Any non-LOIS items must be paid with a separate check.
• Written and numerical amounts must agree.

Credit Card Acceptance Criteria :

Credit Card Security Features.

• Check for movement in hologram on card face.
• Verify the first four digits of both the printed and embossed number match.
• If card shows customer picture, verify picture with customer.
• Card must be current – today’s date must be between issued and expiration dates. Expired cards cannot be accepted.

Transaction Information

• Credit card charge must be for the specific amount of the LOIS transaction(s). Any non-LOIS items must be paid with a separate credit card charge slip.
• Credit card charge slip must be dated at the time of sale. No pre- or post-dated credit card charges should be processed for LOIS documents or permits.
• Daytime phone number should be recorded on face of charge slip.

Signature.

• Obtain customer signature and compare with signature on card.
• Card must be signed on back. Signature must match the full name of the cardholder. If card is unsigned, require positive ID such as a driver’s license. Note the ID number on the sales draft and require the customer to sign the card in your presence. Unsigned cards cannot be accepted.
• Signature must match first initial and last name spelled exactly as shown on card. If the card is issued to Pat A Finley, all of the following are acceptable: Pat A Finley, Pat Finley, PA Finley, P Finley.
• If noted on card, ask for photo ID

Eligible returned checks and declined credit cards should be mailed to

Department of Consumer and Business Services
Building Codes Division
Attn: Fiscal Section
PO Box 14470
Salem, OR 97309-0404

BCD will contact the customer to obtain payment by an alternative means.

The LOIS System will be credited to reverse the transaction, and identify the line item as NSF. The customer will be contacted and terms for immediate restitution negotiated. Upon receipt of valid, alternative funds, the transaction will be reentered.

The County will receive credit for the transaction in the month the valid funds are received. Out of period events will be handled as reconciling items.

Questions regarding this policy may be referred to

Susie Stevens
Accounting Coordinator
503-378-3302
Susie.Stevens@state.or.us