News to Know
UC is now using EMV enabled card readers on campus. There are a couple of items that are different when processing transactions now that the EMV regulations are in force. The biggest part of these regulations is that all credit cards are now required to have a chip, and transactions be processed using the chip whenever possible – this is for the protection of the consumer and switches all fraudulent payment liability from the cardholder to the card issuer. If you have not received a new chip card, you issuing bank will provide you with a new one by year end.
1) If the terminal is EMV enabled (which all of ours are), the card has to be processed as a “dipped” card due to the chip.
2) A card with a chip cannot be swiped on an EMV enabled terminal. The terminal will prompt you to “dip” the card.
3) Depending on the bank that issues the credit/debit card (including cards that debit an individual’s bank account but are processed as a credit card because they hold the Mastercard, Visa symbol) a PIN may be required to complete the transaction. If this is the case, the PIN has to be entered by the customer. If they do not know their PIN, they will need to contact their bank. All credit card transactions using the PIN, will be processed as a credit card, not debit, even with use of the PIN.
4) If the cardholder does not know their PIN, they will have to pay with another form of payment. So, if you were sent a PIN number with your new card, you will need that PIN number to complete a sale using that card.
Incoming Electronic Payments
Are you directing a company to pay the university electronically via an ACH or wire transfer?
Please have the organization contact Kristie Goodman at 556-5066, or Susan Albonetti at 556-4793, for assistance. Please do not assume that your deposit slip account number is the proper location to send the funds. Only particular university bank accounts are set up to receive electronic payments.
Please contact Susan Albonetti with any questions at 556-4793.
Treasury Operations Remote Deposit
Frequently Asked Questions
Q. What is remote deposit?
This service provides an efficient way to streamline deposit preparation and eliminate multiple trips to the bank. A remote deposit scanner captures images of consumer and business checks and connects the images to our bank’s online portal, PINACLE. The deposit is balanced then submitted to PNC Bank for processing.
Q. What types of checks can be deposited?
Only checks drawn on domestic banks that have a valid Federal Reserve Routing Transit Number (RTN) can be deposited. Checks drawn on foreign banks or non-U.S. dollar checks cannot/should not be deposited using the remote deposit service. Do not deposit photocopies in lieu of mutilated items, or an electronically created image that did not actually originate from a paper check.
Q. What equipment/software is required?
In order to capture check images you will need a PC with Internet access as well as access to PNC’s PINACLE portal. Only approved scanners provided by UC Treasury should be used. There is no application software required to be installed on your workstation with the exception of a required check scanner driver.
Q. Is there a proper way to scan checks?
The instructions for scanning checks are listed in the scanner manual. For a high quality image there should be some preparation time for straightening out the corners and removing any staples. In addition, scanner preventative maintenance cleaning should be performed per the manufacturer’s guidelines.
Q: What does MICR stnd for?
MICR stands for Magnetic Ink Character Recognition. At the bottom of each check, the MICR line information is imprinted with special ink. The numbers in each field represent key information, including the bank, account and check numbers. It is important that the check is scanned properly so that the MICR line information can be clearly captured and a high quality image can be transmitted to PNC.
Q. What is CAR/LAR and does Deposit On-Site use this feature?
Yes, remote deposit uses this feature. CAR/LAR stands for Courtesy Amount Recognition/Legal Amount Recognition and is the process that is used for image matching. The remote deposit system will read the printed numbers in the amount box of the check (CAR) and will also read the line with the handwritten amount (LAR). If this information matches the image of the item, then the item is accepted. If the information does not match, then the item will appear on the screen and the system will request that the amount be confirmed or key corrected by the operator processing the deposit. Again, it is very important that the check be scanned properly so that all the information can be captured in order to create a high quality image of the item.
Q. Do we still need an endorsement stamp on the back of all checks prior to scanning?
No, the system will place a virtual endorsement on the back of all check images.
Q. When will we have access to the information and images processed through remote deposit?
As items are scanned, you will have access to the images and information detail on Deposit On-Site via PINACLE. There are also reports that are available the day the deposit is created and a 65 day history.
Q. Will we need deposit slips?
No, the system will provide a “virtual deposit slip” for each deposit of checks.
Q. What should we do if a scanned check rejects?
First re-scan the item. If it fails again, then the check must be deleted from the system and the original check taken to the bank for deposit.
Q. How long do we need to keep the original check after it is scanned?
Please keep the original checks for 14 days after they are scanned. After the 14 days they should be shredded.
Q. Can I deposit Canadian and foreign checks using the remote deposit system?
No, Canadian and foreign fhecks are not supported within the remote deposit service.
Lockbox Remittance on Site
Best Practices for Generating
Good Check Images
- Legible check features on the front-side image, such as legal check amount, courtesy check amount, remitter name, etc.
- Legible MICR information at the bottom of the check
- Clear back-side image
- The check stub must be removed
- The check must not be upside down or sideways
- The check must be drawn on a US bank
- The check is an original, not a photocopy or facsimile
Credit Card Acceptance
Best Practice at the Point of Sale
for UC Merchants
Here are some basic card acceptance procedures when accepting a credit card at the point of sale/in person. This will help to get it done right the first time and reduce your risk of chargebacks. Never accept payment at point of sale UNLESS the credit card is PRESENT with the cardholder / your CUSTOMER. Your customer MUST have the credit card with them in order for you to accept a credit card payment. If they do not have the card with them, you must request another form of payment.
Swipe the card through a magnetic card reader/credit card terminal.
While the transaction is being processed, check the card’s features and security elements. Be observant of the card’s features. Does anything appear to be altered in any way?
Obtain authorization and get the cardholder signature on the transaction receipt.
Compare the name, number and signature on the card to those on the transaction receipt.
DO NOT accept the payment if the signature on the card and the signature on the receipt is different. DO NOT accept the payment if the person presenting the card is NOT THE CARDHOLDER.
Questions? Call Susan Albonetti in Treasury Operations at 556-4793