Check Replacement Affidavit – Bexar County, TX

The Check Replacement Affidavit is the Bexar County Tax Assessor-Collector form on which a requestor swears a refund check is lost, stale-dated or wrongly made out and asks the office to reissue it or move the funds to a property tax account.

The form asks you to identify the check (tax account number of 12 digits, check number, issue date, amount and payee) and to check one action: Reissue Check or Transfer to property tax account, with the year or years to which the money should go. You then check the reason for the request:

• Stale Dated (past 90 days from issue date)
• Lost by Payee
• Lost in the Mail, never received
• Incorrect Payee (proof of payment required)
• Other

The form states three rules. The original refund check must be returned, except when the check is lost. A reissuance fee is subtracted from the refund for the Stale Dated and Lost by Payee reasons; the form prints the amount. A check may be reissued only to the original payee, and a different name or address needs supporting documentation.

By signing, the requestor agrees to indemnify and hold the County of Bexar harmless against loss, damage or claims arising from the replacement check. The form warns that a false statement could be a Class A Misdemeanor or a state jail felony under Texas Penal Code Section 37.10. A notary block is printed on it, and an original notarized document is required for a lost check. The boxes marked for office use, including the Motor Vehicle and Property Tax department boxes and the Financial Reporting section, are completed by the county, not by you.

The person who holds, or was meant to receive, a refund check from the Bexar County Tax Assessor-Collector and needs it replaced completes this affidavit. That person signs as the affiant (requestor). The form covers these situations, each marked by a box:

• The check is stale dated, meaning more than 90 days have passed since its issue date.
• The payee lost the check.
• The check was lost in the mail and never received.
• The check named an incorrect payee; proof of payment is required.
• Another reason, marked Other.

The requestor can ask for the check to be reissued or for the refund to be transferred to a property tax account for the year or years entered on the form.

A reissued check may go only to the original payee. If the payee's name or address is different from the one on the original check, the form tells you to provide documentation that supports the change. The form does not describe a separate procedure for someone signing on the payee's behalf, so call the office at (210) 335-6571 before sending it in that situation.

If the check is lost, the signature must be sworn before a notary, because the form requires an original notarized document for a lost check.

Submit the affidavit when a refund check issued by the Bexar County Tax Assessor-Collector has been lost by the payee, lost in the mail and never received, issued to an incorrect payee, or has gone stale, which the form defines as past 90 days from the issue date. No separate filing deadline is printed on it.

For every reason except a lost check, the original refund check must be returned with the affidavit, so have it in hand before you mail the package. For a lost check, plan time to sign before a notary, because the form requires an original notarized document. For the Stale Dated and Lost by Payee reasons, a reissuance fee is subtracted from the refund. The form does not print a processing time; the office phone number on the form is (210) 335-6571.

The form gives one channel: mail. It says to mail the ORIGINAL completed affidavit to the PO Box printed on it.

• By mail: Bexar County Tax Assessor-Collector, PO BOX 839950, SAN ANTONIO, TX 78283-3950.
• Questions: the form lists the office phone as (210) 335-6571.

Put the following in the envelope, as the form's conditions require:

• The original signed affidavit, not a copy.
• The original refund check, unless the reason is a lost check.
• For a lost check, the original notarized affidavit with the notary block completed.
• Documentation supporting the change, if the name or address for reissue differs from the original payee's, and proof of payment if the reason is an incorrect payee.

A reissuance fee is subtracted from the refund when the reason is Stale Dated or Lost by Payee. The form prints the amount; call the office to confirm it. FillingPDF lets you fill out and download the PDF; submission follows the channel above.