Problem Checks Procedure | CSH103

Problem Checks Procedure

The Problem Checks Procedure will help your company save time in handling, returning and following up on bad checks or checks that are unsigned, marked payment in full or returned by the bank as insufficient.

This problem checks procedure applies to your accounts receivable department. (6 pages, 845 words)

Unsigned, partial payment checks marked “payment in full”, returned, and re-deposited checks are some examples of such problem checks. With unsigned checks the word “over” should be typed or written on the line where the signature would normally appear. On the back, type “Lack of Signature Guaranteed” and then add the company name, manager’s name, title and signature.

If there’s no dispute as to the amount, a check tendered for less than the amount due and marked “payment in full” (or similar wording) can be cashed without jeopardizing the right to recover the balance. However, if there’s a bona fide dispute as to the amount owing, the store runs the risk that payment will be deemed to have settled the disputed claim for the lesser amount.

A returned check for less than $100 or stamped “uncollected funds,” should be re-deposited the following day as per CSH102 CASH RECEIPTS AND DEPOSITS, if the check is not already stamped, “Do Not Re-Deposit”.

In the event a re-deposited check is returned or if sufficient funds do not exist to cover the check, the credit manager should contact the issuer by phone to report the problem and discuss how the matter will be resolved. Then issue a formal notice CSH103 Ex1 BAD CHECK NOTICE via certified mail with a return receipt requested to ensure the customer understands the seriousness of the issue.

Problem Checks Responsibilities:

Accounts Receivable (A/R) is responsible for processing all check transactions.

Problem Checks Definition:

NSF – Non-Sufficient Funds. Checks are returned by the bank or other financial institution because the customer’s checking account does not have sufficient funds (enough money) to cover the check. Such checks are typically stamped “NSF”, “insufficient funds”, “uncollected funds”, or “account closed” on the reverse.

Problem Checks Procedure Activities

• Unsigned Checks
• Bad Checks
• Partial Payment Checks Marked Payment in Full
• Returned Checks
• Redeposited Checks

Problem Checks Procedure References

• Uniform Commercial Code (UCC)
• Bad Check Law

Problem Checks Procedure Forms

• Bad Check Notice Form