eCourier User’s Starter Kit Member FDIC Equal Housing Lender Subject to Bank Approval
Table of Contents 2 About eCourier 5 eCourier FAQs 9 Your Rights & Obligations 13 Security & Privacy Issues 19 Scanner & Software Information 23 Customer Notification 27 Definitions 1 © 2013 Beavercreek Marketing, a division of Beavercreek Inc. All rights reserved.
Welcome to eCourier eCourier utilizes a desktop check scanner that connects to your PC and the Internet. With it, you can scan checks received from customers and issue deposits electronically to Capitol Bank, anytime day or night. It’s the fastest way to turn check deposits into cash. This User’s Starter Kit is designed as a convenient quick-reference guide to get you started quickly. Depositing checks electronically from your desktop has never been easier.
eCourier Features FINANCIAL INSTITUTION Consolidate funds from remote locations into Capitol Bank Check deposits can easily be made from any remote office or storefront. This streamlines your cash flow by consolidating deposits from multiple locations into Capitol Bank. Make deposits anytime Enjoy the convenience of making deposits electronically 24 hours a day, 7 days a week, even on weekends and holidays.
How Does eCourier Work? Scan checks from your desktop. Using a supported check scanner, simply scan both sides of the checks in a single pass. Prepare the deposit. View images of the scanned checks right from your PC. The dollar amounts for the checks are automatically read and the deposit is totaled. Electronically send the deposit to Capitol Bank. Click SUBMIT DEPOSIT and that’s it. The deposit is sent to Capitol Bank through a secure Internet connection. Funds are deposited into your account.
eCourier FAQs 5
eCourier FAQs What types of checks can be processed through eCourier? All personal and business U.S. checks can be processed through eCourier. Checks from Canada and other foreign countries, food stamps, savings bonds and poor image quality checks must be deposited traditionally. How secure is eCourier? eCourier features multiple layers of security including password protection, Internet firewalls, and 128-bit encryption, the highest level of security available.
Questions? Contact Capitol Bank for further details. How do we prevent checks from being scanned and deposited twice? The software is designed to compare each check to the previous checks you have deposited. If a possible duplicate item is found, you will be alerted and corrective action will need to be taken. How do we know if the image quality is acceptable? The software uses a process called Image Quality Analysis (IQA) to determine if all required information from the check is readable.
Notes: 8
Your Rights & Obligations 9
Your Rights & Obligations Prior to using eCourier, an application and other compliance forms will need to be completed and approved by Capitol Bank. It is recommended that you keep these forms on hand for future reference. Your Obligations As an eCourier user you guarantee the following: • The check images presented to Capitol Bank accurately represent all information on both sides of the check. • The check images contain all endorsements. • Checks are kept in a safe and secure area.
Returned Items If a financial institution returns an item you captured, Capitol Bank may charge your account for the item. Capitol Bank may also: • Provide a returned item notification and/or substitute check copy to you. • Or re-present the check to the financial institution for payment. Breach of Information As the financial institution, Capitol Bank may suspend your eCourier service if we have reason to believe there has been: • A breach in the security of the program.
Notes: 12
Security & Privacy Issues 13
Security & Privacy Issues Security and privacy issues are important considerations when using eCourier. This chapter offers guidelines for setting your company’s policies and procedures for the proper storage and disposal of customers’ checks and personal information.
Guidelines for Securely Storing Checks eCourier requires users to store the original checks for a minimum amount of time prior to destroying them. Due to privacy laws and the liabilities associated with the storage of original checks, here are a few important measures you should take: Store all original checks in a safe or lockbox, accessible only by authorized personnel.
Use of Customer Information Since you may have access to personal information regarding your customers, you are required to: • Maintain the confidentiality, integrity and security of their information. • Use customer information only for the purposes as described in the eCourier Agreement. • Disclose such information only to authorized personnel.
IMPORTANT! If a breach of security is discovered, immediately contact local authorities, Capitol Bank, and customers that may have had their information compromised. Check Fraud Prevention Accepting Checks Always have your check cashing procedures clearly defined. The following safety precautions can help prevent check fraud: • Ask for a picture ID before accepting checks. • Always make sure the customer signs the check in front of you. • Request that checks be written with blue or black ink.
Notes: 18
Scanner & Software Information 19
Scanner & Software Information Basics of the Scanner eCourier works with approved scanners from Capitol Bank. How the Scanner Captures an Image Most check scanners capture an image of both sides of the check in a single pass. They also capture all data from the check including the MICR line, account & routing numbers, payee, signature, amount, date, and endorsements.
• If a proxy server is being used, it may need to be configured to allow access for the eCourier application. • Uninstall third party toolbars such as Yahoo, Google, Bing, etc. They have caused issues when installing the eCourier software. • If problems arise during installation, it may be necessary to disable spyware or antivirus temporarily. Qualified Scanners Listed below are all scanners qualified for eCourier.
Scanner & Software Information Scanner and Software Installation Check scanners are delivered from the manufacturer with instructions for installing the appropriate drivers. After logging on, the system automatically checks your computer to see that all the necessary components are working properly. It tests for the proper operating system, browser type, and other applications or settings. If a warning sign appears in the test, simply follow the on screen instructions to correct the error.
Caring for the Scanner You can extend the life of your scanner by performing the following preventative maintenance procedures: Complete a monthly “health check” of your scanner’s replaceable parts (including cartridge, absorbing felt, ink rollers, stamp pads, and lens cover) and replace them before they show extreme wear. Replacement instructions are described in the scanner’s instruction manual. Do not insert checks that could damage the scanner, such as stapled checks.
Key Features of eCourier • Automatic: The system can read the customer’s handwriting and automatically fills in the amount of the check for the deposit. • Duplicates: The system at Capitol Bank will review all deposits to ensure that no check is scanned or deposited twice. • Image Quality Analysis: The IQA tool confirms the presence of the date, signature, payee, and the overall quality of the image. • No software to install: Web-based system does not require installation or updating of software.
Customer Notification With eCourier, your customers will no longer receive their original checks returned from Capitol Bank. Instead, they may receive an image of the check or a substitute check, or the check may be truncated. For this reason, you may want to notify customers about the change to your check processing procedures. A notification can be mailed to customers or displayed in prominent locations.
Sample 2: Effective with your next payment, (Company) will process checks electronically. This means we will send an image of each check to the financial institution for processing rather than the original check. If you have questions please call (800) XXX-XXXX. Sample 3: Effective with your next payment, (Company) will process checks electronically. This means we will send an image of each check to the financial institution for processing rather than the original check.
Definitions 27
Definitions Use this as a handy quick-reference guide. It includes definitions for many of the terms you’ll be using with eCourier. Account: Account at Capitol Bank into which checks transmitted electronically will be deposited. Account Agreement: Capitol Bank’s standard deposit agreement and disclosures governing the account. ACH: Acronym for Automated Clearing House, is a term that is often confused with eCourier.
Image Exchange Item: A digital image of a check cleared and settled directly with a payor financial institution without conversion to a substitute check. IRD: Another term for “substitute check”. IRD stands for Image Replacement Document. Once customer’s checks are scanned, and the images are sent to the financial institution, customers will no longer have access to the original check. So instead of receiving their original check they will receive an IRD or an image of the check.
eCourier Locations 710 N. High Point Road Madison, WI 53717 608.836.1616 108 E. Verona Avenue Verona, WI 53593 608.845.0108 www.capitolbank.com Member FDIC Equal Housing Lender Subject to Bank Approval © 2013 Beavercreek Marketing, a division of Beavercreek Inc. All rights reserved.
