Customer questions and recommendations

below are implementation considerations that your account services specialist will guide you through when discussing check processing & printing 1\) governance and roles (custodian of record) questions who is the custodian of record for check issuance (treasury, ap, or another group), and who is the authorized approver for exceptions (voids, reprints, stop/reissue)? who owns the bank relationship and positive pay enrollment (including contacts for file format, transmission method, and exception handling)? are there written policies we must follow (check issuance policy, signer policy, fraud controls, retention policy)? recommendations confirm a single “check issuance owner” and a named backup approver to avoid delays during exceptions document the end to end issuance workflow (data file creation, approvals, production, positive pay transmission, bank exception review) 2\) bank requirements and positive pay configuration questions is positive pay required today, and is it check only or payee name positive pay? what file format does the bank require (csv, fixed width, bai2 add on, bank specific template)? what is the required cutover timing (when must the issued check file be at the bank for same day coverage)? how are exceptions handled at the bank (customer portal review, daily exception window, delegated approvers)? recommendations use payee positive pay when the bank supports it (it materially reduces alteration risk) establish a consistent daily transmission schedule tied to production completion (so checks are never “live” without positive pay coverage) define an exception sla (who reviews bank exceptions, how quickly, and what happens after cutoff) 3\) check stock (blank stock control and ownership) questions will the customer provide check stock, or should dfs source and manage it under the customer’s specifications? are there stock constraints (brand, paper weight, watermark, toner lock, preprinted security background, color requirements)? should stock be dedicated per account/program (separate inventories for different bank accounts or payment types)? recommendations treat blank stock as controlled inventory with lot tracking and reconciliation to printed output keep stock dedicated by customer and, if needed, by account/program to reduce cross use risk and simplify audits define destruction procedures for obsolete stock and spoilage (including documentation requirements) 4\) check layout, security features, and bank acceptance questions does the customer already have a bank approved check template, including micr placement and line formatting? which security features are required vs preferred (microprint, pantograph, warning band, toner adhesion, uv features, etc )? are there branding or messaging requirements on the check (remittance messaging, payee instructions, customer service lines)? recommendations use a bank approved template and treat layout changes as controlled changes (with customer approval before production) align security features to practical fraud deterrence and bank acceptance (avoid features that create scanning/read issues) maintain a controlled version history for check templates and micr formatting 5\) micr line content and sequence rules questions confirm routing and account numbers, check number length, and any special micr formatting requirements what are the required sequence rules (start/end ranges, gap handling, void numbering, reprint numbering)? are there multiple bank accounts/programs that require separate sequences? recommendations define a single source of truth for check number assignment (customer system or dfs workflow) and lock it down produce a post run reconciliation report (expected vs printed, voids, reprints, spoilage) to support audit and positive pay separate sequences by account/program and prevent overlap by design 6\) data file content, approvals, and release to print questions what is the input file format and required fields (payee name, address, amount, invoice/remittance detail, check number if preassigned)? what approvals are required before printing (treasury release, ap approval, dollar threshold review)? are there controls for high dollar payments (additional approval, dual control release, separate run)? recommendations implement a “release to print” step owned by the customer (primary and backup approver) add validation rules before production (required fields present, amount format, duplicate detection, threshold handling) for high dollar checks, consider an additional approval gate and/or separate controlled production batch 7\) signature handling (policy, assets, and thresholds) questions what signature method is required (wet signature, digitized signature image, signature block without image, or authorized signer text)? what are the signer threshold rules (for example signer a under $x, dual signatures above $x)? who is authorized to approve signature asset changes (new signer, signature replacement, emergency revocation)? recommendations treat signature assets as restricted data with least privilege access and audit logging use threshold based rules when required and confirm how “dual signature” is represented operationally establish a formal change process for signature updates (approval, effective date/time, audit record) 8\) exception handling (voids, reprints, stops, and returns) questions what constitutes an approved reprint (lost mail, damage, customer request) and who authorizes it? should reprints reuse the original check number or issue a new check number (and how is the original voided)? how do you want stop payments and reissues handled operationally and in reporting? recommendations define a standard policy for reprints vs stop/reissue (and align it with bank positive pay controls) ensure every exception results in updated reporting back to the customer for positive pay (voids and reissues included) maintain an exception log that ties directly to reconciliation reporting 9\) mailing controls (because checks are negotiable instruments) questions what mailing class and service levels are required (first class, certified, signature required, tracking requirements)? are there address hygiene requirements (ncoa, cass, return processing rules)? should checks be inserted with remittance detail, stubs, or additional enclosures (and do any of those change by payee type)? recommendations use mail tracking where appropriate for high value payments and define escalation paths for “not delivered” scenarios align address hygiene and return mail processing with the customer’s reissue/stop policy keep insert logic deterministic and auditable (especially if different inserts go to different payee categories) 10\) reporting, audit artifacts, and retention questions what reports are required after each run (issued check register, void/reprint report, sequence reconciliation, postage/mailing manifest)? how long must production artifacts be retained (files, reconciliation reports, job tickets, camera footage where applicable)? are there customer audit requirements (internal audit, external audit, soc mapping, on site audits)? recommendations provide standard run packages issued check register, positive pay file confirmation, and sequence reconciliation with exceptions align retention to the customer’s compliance needs and bank dispute windows map controls to the customer’s audit framework (and share evidence artifacts in a controlled manner) 11\) implementation and testing (before going live) questions do you have a bank test plan for positive pay (test file submission, exception simulation, timing validation)? what is the cutover plan (first live run date, parallel run needs, rollback plan)? who signs off on the final proof (layout, micr, security features, file validation)? recommendations run a formal end to end pilot print proof, micr verification, positive pay test submission, and exception simulation confirm operational slas (file delivery deadlines, print completion windows, positive pay transmission timing) establish a controlled change process post go live (template changes, bank changes, signer changes, account changes)