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Alameda County, CA, acgov.org

Procedures for Claiming Uncashed Warrants

AFFIDAVIT (Required for all claims)

A valid claim must include a signed "Affidavit" for the re-issuance of an Alameda County warrant. Each claim must have a separate Affidavit containing the payee name and address, warrant number, issue date, and dollar amount. The Affidavit must be notarized if the claim amount is over $1,000. This information needs to be exactly the same as that shown on the original warrant and can be found using the Uncashed Warrants Listing. (EXCEL) *

Should you be in possession of the original warrant, please return it along with the completed Affidavit.

The following guidelines will outline the standards by which the Auditor will review Affidavits, subject to the Auditor's right to request further information:

  • Individual. If the payee on the warrant is an individual, the person named as the payee must sign the Affidavit . If there are multiple payees listed on the warrant, then each must sign the Affidavit (PDF) *. A copy of a valid government issued photo identification of each payee listed on the warrant is required.
  • Corporation. If the warrant is payable to a corporation (including Non-Profit Corporate structures), the Affidavit (PDF) * must be signed by an officer of the corporation. The qualifying officer's business card and a copy of his/her valid government issued photo identification are required. Potentially qualifying officers include, but are not limited to, the following:
    • Chairman of the Board
    • President
    • Chief Executive Officer
    • Chief Financial Officer
    • Corporate Secretary (or Assistant Corporate Secretary)
    • Executive or Senior Vice President
    • Vice President
    • General Counsel
    • Treasurer (or Assistant Treasurer)
    • Controller (or Assistant Controller)
    • Chief Accounting Officer
    • Director (Non-Profit ONLY)
    • Property Tax Manager (ONLY if claim is for a property tax refund warrant)
  • Partnership. If the warrant is payable to either a General Partnership or a Limited Partnership, then the Affidavit must be signed by a General Partner of the organization. A Limited Partner is approved to sign the Affidavit ONLY if this person has been specifically authorized by the partnership to participate in the control and management of the business. A copy of a valid government issued photo identification of the signee is required.
  • Limited Liability Company. If the warrant is payable to a Limited Liability Company, the Affidavit must be signed by a Managing Member of the organization. A Manager is approved to sign the Affidavit ONLY if this person has been specifically authorized by the membership to participate in the control and management of the business. A copy of a valid government issued photo identification of the signee is required.
  • Sole Proprietorship. If the warrant is payable to a Sole Proprietorship, the Affidavit must be signed by the owner of the business. A copy of a valid government issued photo identification of the signee is required.
  • Government Agency. If the warrant is payable to a Government Agency, the Affidavit must be signed by an officer of the agency. A copy of a valid government issued photo identification of the signee is required. Potentially qualifying officers include, but are not limited to, the following:
    • Executive Officer
    • Chief Administrative Officer
    • Chief Financial Officer
    • Finance Director
    • Agency Director
    • Department Head/Chief (or Assistant Department Head/Chief)
    • Bureau Chief (or Assistant Bureau Chief)
    • Division Chief
    • Treasurer (or Assistant Treasurer)
    • Controller (or Assistant Controller)
    • Fiscal Officer
  • Trust. If the warrant is payable to a Trust, the Affidavit must be signed by EACH individual who has been appointed as a trustee. Required supporting documentation includes a copy of the Trust Agreement that gives the names of each trustee. A copy of a valid government issued photo identification of the signee is required.
  • Estate/Deceased Payee. If the warrant is payable to the estate of a deceased individual or to a person who is now deceased, the Affidavit must be signed by either the executor or the administrator of the estate. Required supporting documentation includes a copy of the Death Certificate and evidence of appointment as executor or administrator. A copy of a valid government issued photo identification of the signee is required. If such documentation is not available for the deceased payee, you may contact the General Accounting unit by emailing us to inquire about alternate procedures.

PROOF OF OFFICER'S TITLE (Only for Companies or Government Agencies)

If the warrant is payable to an organization, rather than an individual, evidence to substantiate the signor's position within the organization must be provided. Examples of such evidence include the following: a business card displaying the officer's title, a partnership agreement, articles of organization, etc.


POWER OF ATTORNEY (Only for third party claim submissions)

If the payee utilizes a third-party agent (such as an asset recovery company) to file a claim, a notarized Power of Attorney MUST be submitted to the County and signed by the same person who signed the Affidavit(s). Warrants reissued via third party claims will be made payable to the original payee.


PROOF OF ADDRESS

The claiming person or company must provide evidence that links the payee to the mailing address listed on the affidavit should it differ from the address listed on the original warrant. Such evidence MUST contain the same name and address as printed on the Affidavit. Please note that neither a Substitute Property Tax Bill nor an Adjusted Property Tax Bill can be accepted as proof of address. Examples of such evidence include the following: driver's license, utility bill, bank statement, etc.


PROOF OF ACQUISITION (OR MERGER) (Only for Companies)

If the warrant is payable to a company that has since been acquired by (or merged with) another company, the acquiring company must provide legal evidence of such acquisition (or merger). Warrants reissued for companies that have been acquired or merged will be made payable to the original payee.


CLAIM SUBMISSION AND REVIEW (Required for all claims)

Please be sure to include ALL required information with your claim request. FAILURE TO SUBMIT A CLAIM INCLUDING THE REQUIRED DOCUMENTATION MAY RESULT IN THAT CLAIM BEING DENIED AND RETURNED TO THE SENDER. As a result, claimants are requested to provide as much information as possible in order to expedite our review process and to substantiate the claimant's right to the uncashed warrant. If, for any reason, you cannot provide the documentation as requested, please attach a letter explaining why you are entitled to the uncashed warrant and any special circumstances that may apply to your claim.

The completed claim(s) and required supplemental information should be mailed or delivered to:
Alameda County
Auditor-Controller Agency
c/o General Accounting: Stale Dated Warrants
1221 Oak Street, Rm 220
Oakland, CA 94612-4284

Please note that it may take up to 6-8 weeks to process your claim, and if approved, approximately 30 additional days for you to receive payment. This process may take longer under certain circumstances.

Disclaimer: Claimant is agreed that if for any reason it is found that the claimant is not entitled to the payment or claimant receives a duplicate payment, the claimant will return the funds to the Alameda County Auditor-Controller Agency within fifteen (15) days of receipt. The County of Alameda reserves the right to request additional information as deemed necessary. All further questions should be sent to the Auditor-Controller Agency's General Accounting Unit via email.


* Portable Document Format (PDF) file requires the free Adobe Reader.
* Microsoft Excel (XLS) file requires the free Microsoft Excel Viewer.

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