Night Depository Drop+Go Service

Definition

Overview

Night Depository Drop+Go services are available for individuals or businesses to make deposits throughout the day, 24/7. Businesses that accumulate cash can use night depository drop+ go services to provide overnight security for their cash. 

Clients can also use the facility to make payments applicable to their client relationship with CCB (for example: loan payments, or Safe Deposit Box (SDB) payments).

The night depository Drop+Go facilities contain the following signage: 

All deposits received 1 hour prior to lobby closing MUST be credited the same business day.

Some night depository facilities have both an envelope slot and a drop for business bag deposits. Some facilities require key access to the bag drop door. All business clients that use this service are issued keys to the night depository, if applicable.

The Night Depository Drop+Go facility must be maintained under dual control. If the Night Depository Drop+Go is located inside a vault, dual control must be maintained on the vault, and "Night Depository Drop+Go entrance" noted on the Vault Entry Log in the "other" column.

Fees

A fee is charged for purchasing Night Depository A, M, Zipper, Tamper Resistant Bags and Night Depository keys in excess of 2 keys per location. Refer to Other Services & Fees brochure.

To debit the clients account for the applicable fee amount, do the following:

  • Run a GL transaction (Speed Key F) and create a virtual Debit to the client's account for the fee amount.
  • Create a virtual Credit to the GL account Miscellaneous Teller Fees XXX 460450 6315 000.

Agreement

All businesses (for example: retail sale, school, church, city government, county government) that use the night depository for change orders and/or safekeeping purposes must have a separate Night Depository Agreement for Specialized Services on file for each deposit account using the night depository. 

Personal Bankers (PBs)are responsible for completing new agreements, updating agreements, and issuing keys and deposit bags to clients.

 

Personal Banker Procedures for New or Revision To Night Depository Service

Any CCB business client can use the night depository service and are issued up to 2 keys for Drop+Go access. If additional keys are requested, see procedures below beginning with step 21. See Key and Combination Procedures for additional details on assigning keys.

If a client wants to use the night depository service for change orders or safekeeping, do the following to complete the Night Depository Agreement for Specialized Services:

  1. In Xperience > StreamLine > SilverLake Platform Menu > Create New Account or Recall Existing Accounts from Core.
  2. On-Line 40 Miscellaneous Forms, enter Y.
  3. Click OK.
  4. Xperience displays a message indicating all fields have been verified.  
  5. Click OK.
  6. Verafin launches in a new window. 
  7. Complete a Due Diligence questionnaire using Verafin. For more information on Verafin click here.
  8. On the Deposit Miscellaneous Forms screen, Line 270 enter Y.
  9. Click OK.
  10. Complete all remaining required fields.
  11. Print the Night Depository Agreement for Specialized Services form for change orders and safe-keeping plans. Note: 3 copies of the agreement print.
  12. Have the client fill out 2 copies of the printed agreement and review it for accuracy.
  13. If any corrections are required, correct any discrepancies and re-print a revised agreement.  
  14. Have the business account owner(s) sign 2 copies where indicated and record his or her primary identification.
    • Obtain the rest of the IDs and signatures for the agreement
    • If all authorized persons are NOT present, hold the contracts until all IDs and signatures have been obtained
      DO NOT allow the client to take the Night Depository Agreement for Specialized Services form out of the office
    • You may mail the contract and the second copy to account owners for signatures. Verify their signatures against the deposit account signature card after they return the contract
  15. Give the third unsigned copy to the client.
  16. Execute both signed copies. 
  17. Provide 1 completed original agreement to the Teller line. 
  18. Submit the other completed and signed Night Depository Agreement using eSign. Those agreements not submitted through eSign, place with the daily work for imaging following the Document Imaging procedures.  
  19. Issue two Night Depository keys to the client. 
  20. If the client needs additional keys, continue. Otherwise, you are done.
  21. Charge the fee. See the Other Services & Fees brochure.
  22. Run a GL transaction (Speed Key F) and create a virtual Debit to the client's account for the fee amount.
  23. Create a virtual Credit to the GL account Miscellaneous Teller Fees XXX 460450 6315 000.
  24. Issue the client the additional keys.

Terminating Night Depository Agreement

To terminate the night depository agreement, clients must do the following:

  1. Type or write the termination notice. 
  2. Sign it. 
  3. Send the signed termination notice to the nearest office or mail it to Capital City Bank, P. O. Box 900, Tallahassee, FL 32302-0900. 
  4. Return keys to the night depository and any other equipment issued to the client for use in the night depository to the bank. 

Once a written and signed termination notice is received from a client, associates must do the following:

  1. Obtain the keys to the night depository and any other equipment issued to the client for use with the night depository.
  2. Return the keys to the Teller Experience Supervisor.
  3. Store the original written termination notice from the client with the Night Depository closed contracts.
  4. Place a copy of the written termination notice in the daily work for imaging.

Service Bags

Clients are advised to use bank approved tamper-resistant depository containers for the Drop+Go services. If a client chooses to drop a deposit in a non-tamper-resistant container (for example: envelope, non-locking zip bag), the client assumes all responsibility for the contents.

A Bags

A bag is identified with the letter "A" followed by a number printed on the bag. Clients choosing the Safekeeping Plan MUST purchase an "A" bag and take possession of ALL keys. The client MUST be present in order to open an "A" bag and process the transaction.

M Bags

M bags are identified with the letter "M" followed by a number printed on the bag. Clients choosing to use the Night Depository facility can purchase an "M" bag. These bags can be opened and processed without the client being present and each office is provided a master key for opening them. Contact Retail Support for a master key.

Plastic Tamper-resistant Bags

Tamper-resistant disposable bags are available for purchase through our check vendor. Clients may purchase plastic tamper-resistant bags for use in the Night Depository facility. Tamper-resistant bags are not available to clients using the Safekeeping Plan.

Accessing Night Depository Drop+Go

The Night Depository Drop+Go are accessed for pulling Night Depository Drop+Go transactions. Pulls are to be performed regularly throughout the day with the last pull no earlier than 55 minutes before lobby closure.

All pulls for all offices must be done under Dual Control.

  • The contents are to be removed under dual control daily.
  • The Night Depository Drop+Go must be closed and locked each time after the deposited items are removed and recorded.

EXAMPLE:

Lobby Closure 4:00 5:00 6:00
Last Pull 3:05 4:05 5:05

Saturday - Opening Drop+Go

  • If the office is open for Saturday banking, and the Night Depository Drop+Go is opened to remove stored teller cash drawers, deposit bags and  other containers/envelopes must also be removed and processed. 

 

  • Safekeeping Plan bags may remain in the Night Depository Drop+Go until the next regular business day.

 

  • If the Night Depository Drop+Go is opened prior to 8:30 a.m., Saturday banking does not require that it be opened again at 8:30 a.m.

 

  • The Night Depository Drop=Go must be closed and locked after the teller drawers and deposit bags are removed and recorded, until the close of Saturday banking.

 

  • At the close of Saturday banking, teller cash drawers and any additional items required to be locked under dual control are returned to the Night Depository Drop+Go. 
    • The Night Depository Drop+Go must be closed and locked when all drawers/dual control items are returned.

       
  • If teller drawers are not stored in the Night Depository Drop+Go for Saturday banking, the contents (bags/envelopes) are not required to be removed and processed until the morning of the next business day.


Saturday Night Depository Drop+Go Log

A separate Business Account Night Depository Drop+Go Log and Consumer Account Night Depository Drop+Go Log are required for Saturday.

Safekeeping Plan deposit bags are notated on the Business Account Night Depository Drop+Go Log, but remain in the Night Depository Drop+Go if the Main Vault is not accessible. The deposit bag is noted again on the Business Account Night Depository Drop+Go Log on the next business day.

In the Night Depository Entrance section, complete the following:

 

  • Time opened
  • Mark an X in the Bags/Envelopes box.
  • Mark an X in the Teller Drawer box.
  • Indicate the number of bags/envelopes removed.
  • In the Explain field, enter the Teller Number for the drawers removed (for example: 101, 102, 103).
  • In the Number of Other Items field, enter the total number of drawers removed (for example: 2, 3, 4).

Note: Teller drawers used for Saturday Banking are to be removed and placed in the vault area by the end of the next business day.

Drop+Go Log and Recording Information 

The following logs are required for recording access and bags, envelopes, or items not in a container removed from the Night Depository Drop+Go facility.

 


Each time the Night Depository Drop+Go is opened; the following procedures are to be followed.

  • The 2 associates opening the Night Depository Drop+Go to remove bags and envelopes (containers) must jointly count the contents and complete the applicable information required on the Night Depository Drop+Go Log.
    • Date
    • Office
    • Time Opened (1st, 2nd, 3rd, 4th, 5th)
    • Check the reason for entry:
      • Bag-Envelopes
      • Teller Drawer
      • Other-Explain (for example: Transaction without Envelope; Documents for Associate within the office).
    • Record the number of items taken out of the night drop on the lines provided by each category. Include both Business items and Consumer items in the count.
      • Number of bags (Business/Consumer)
      • Number of Envelopes (Business/Consumer)
      • Number of Other Items (Business/Consumer)
      • Number of Teller Drawers / Drawer Numbers
    • The 2 associates opening the Night Depository Drop+Go must sign the Log in the space provided for Associate 1 and Associate 2 (first initial/full last name).

 

Business Client Transactions

  • Business client transactions are individually recorded on the log by client name in the Business Name field.
  • Record the bag number or container type (for example: sealed, zipper, envelope) in the "Bag Number or Container Type" column next to the business client's name that drop for that specific date.
    • If the bag number is longer than 4 digits, you may record the last 4 digits only. If the deposit bag is a CCB bag, record the letter A or M by the bag number.
  • Associates who process business client transactions will initial the log in the "Processed By" column.
  • If a bag or envelope obtains more than one deposit, record each deposit separately. This will cause the number of transactions to not equal the number of bags/envelopes at the top. Notes can be added to indicate which ones contained more than one deposit.
  • Record the # of Time Opened (1st, 2nd, 3rd, 4th, and 5th) for when the bag or envelope was removed.
  • As requested, hold business client receipts for pick up at a later time.

 

Consumer Client Transactions

  • Consumer client transactions are individually recorded on the log by client name. To comply with Reg. P, never enter a consumer client's account number on this form.
  • Record the date the consumer client transaction is removed from the Night Depository Drop+Go.
  • Record the number of containers received in the "# of Containers" column next to the consumer client's name for that specific date.
  • Associates who process consumer client transactions will sign the Night Depository Drop+Go Log in the "Processed By" column next to the consumer client's name that drop for that specific date.

 

Note: Include all consumer items in the total count listed on the Night Depository Drop+Go Log.  
 

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