Official Checks and Ordering Process

Checks issued by a credit union, guaranteed funds unless a stop payment is placed.

A request to prevent an official check from being cashed.

First three official checks issued each calendar month are free.

An official check that is not cashed within 90 calendar days.

Credit union verifies the person or entity receiving the check if not a member.

Review of uncashed official checks after 90 days to notify members.

Members can request a replacement for an uncashed official check.

If an uncashed official check goes unclaimed for three years, the funds are given to the state.

The process of issuing an official check to a member or payee.

A security check performed before issuing an official check. It involves verifying funds, checking OFAC status, creating a MARS case and debiting the account.

The Office of Foreign Assets Control, which lists individuals and entities subject to economic sanctions.

A record of the official check request, used to track and monitor the process.

A request from a member to prevent an official check from being cashed.

A form a member must complete to request a stop payment on an official check, if the original check is lost, stolen, destroyed, or mutilated.

An official check issued to replace a lost, stolen, destroyed, or mutilated official check.

Before reissuing a lost or unreceived official check, use the IC feature in Symitar to confirm the check hasn't been reconciled, reissued, or escheated.

This form is used to report a lost or unreceived official check. It's available in PDF, DocuSign, or Symitar.

Protects the credit union in case of a double payment for a lost official check.

Second-party statements and third-party indemnification require manager approval based on the member's relationship and check amount.

A document needed when reporting a lost check, confirming the member deposited the lost check.

A module in Symitar where employees can reset a check's status to 'Not Issued' before reissuing an official check.

Found within the EASE OpCon Self Service module, this button allows employees to initiate the check reissue process.

After initiating a check reissue, employees receive a confirmation email to track the request.

Check numbers issued by Accounting start with '01', while other departments use '00'.

Use the 'Look For' field on the Search for Check screen to find a check by its number.

If the check number is not found, Check Manager displays 'Record Not Found'.

The status should be 'Issued' or 'Escheated'. Contact Fraud & Transaction Analysis for any other status.

Funds are sent to the state as unclaimed property. The Escheat Date field shows when funds are with the state.

Operations Services handles official checks issued to closed members. A MARS case is created, including member details and a check request letter.

Enter the check details in Symitar, print the letter, and mail both to the member.

The Credit Union works with American Solutions for Business (ASB) to manage paper stock inventory.

Official checks issued by a credit union must include specific elements on the front and back, such as the credit union's name, address, contact information, security warnings, and authorized signatures.

Official checks incorporate security features like a security warning, a disclosure at the top of one end, and security details enclosed in a text box on the back.

You can confirm the authenticity of official checks using the 'Search for Check' screen in the Symitar Check Manager.

The Symitar Check Manager can be accessed through various paths, including the home screen, Teller Transactions, and Check Control.

A member can prevent an official check from being cashed by requesting a stop payment.

If a member loses an official check, they must complete a 'Declaration of Loss' form and potentially provide additional documentation to request a replacement check.

Before reissuing a lost official check, you must verify that it hasn't been reconciled, reissued, or escheated using the 'IC' feature in Symitar.

Employees can use the OpCon Self Service module in Symitar to reset a check's status to 'Not Issued' before reissuing an official check.

Official checks cannot be reissued if:

• The check number doesn't exist
• It was issued over 4 days ago
• The status isn't 'Issued'
• It wasn't issued by your department

To safeguard official checks, follow these steps:

1. Load checks into the printer during working hours, store excess in the vault or a locked cabinet.
2. At closing, remove unused checks from the printer and place them in the vault or a locked cabinet.
3. When new stock arrives, open it under dual control (two people present).
4. Place new checks in sealed envelopes or tamper-proof bags in quantities of 25, 50, or 100, sign and date them, then secure in the vault or a locked cabinet.

The working supply and vault supply of official checks are counted and recorded monthly during the cash and negotiable items audit.

During the audit, record the starting number (lowest), ending number (highest), and total on hand. If the envelope/bag is sealed, initialed by two employees, and shows no signs of tampering, you don't need to open it. Checks are typically in quantities of 25, 50, or 100 per envelope.

There are two methods: visual verification and verification in Symitar Check Manager. Visual verification alone is not sufficient; always verify in Symitar Check Manager.

Inspect both the front and back of the check for any visible security features or signs of tampering.

All issued official checks are recorded in Symitar Check Manager.

Symitar Check Manager provides a comprehensive database for checking the authenticity of official checks, ensuring they haven't been altered, stopped, or otherwise flagged.