Check Cashing Transactions

Also see Transaction Processing Demos.


Overview

Checks drawn on Capital City Bank (CCB) made payable to consumer clients/non-clients may be cashed. In addition, not on-us checks made payable to consumer clients may be cashed.

CCB checks made payable to a business (for example: corporation, partnerships, limited liability company (LLC), association, organization) may not be cashed. Checks payable to a business must be deposited into the business account and then cash can be withdrawn.

CCB Checks made payable to a Sole Proprietor Business:

  • Client - Sole Proprietorship Business Exception 
    • When the CCB client presenting a check made payable to his/her DBA business, the sole proprietor may cash the check.
  • Non-Client Sole Proprietor 
    • We do not cash CCB checks made payable to a non-client sole proprietor business.

Note: Enter some sort of note re: obtaining Benefactor Transactor personal and ID info for cash transactions equal to or greater than $3000

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Check Cashing Requirements

The decision to cash an on-us/not on-us check is based on the check/item presented. At a minimum, the following is required to cash a check for a client/non-client. Other circumstances may apply to each check presented for cash.

  • Review the check based on guidelines in Transaction Guidelines for Red Flags, Check Cautions and Spotting a Fraudulent Check and follow the Check Verification Procedures if any items are identified.
  • Review the check for proper endorsement and verify that it contains the following items:
    • Date
    • Amount
    • Payee
    • Maker's signature
  • Sufficient funds in the account to cover the check.
    • On-us checks presented for cash are cashed against an account's available balance. 
    • Checks cashed when an available balance is not sufficient require a teller or supervisor override approval. Caution is required.
  • No stop payment against the check presented.
  • All Override Exception Messages must be reviewed and additional account review performed as required.
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ID Requirements

  • Valid primary ID is always required.
  • Enter the ID information in the Instrument or ID Information field of the transaction including Date of Birth (if space allows).
  • For all non-client transactions, a thumbprint is required on all cashed checks. Refer to Thumbprint Signature Program.
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Speed Key Information - G, E, $, R

The following speed keys are used for check cashing transactions.

On-Us Check Presented for Cash - Speed Key G

Speed Key G - Cash Check

Maker (account owner) present:

  • The check number, amount, and cash out fields populate once the item is scanned
  • Follow ID Requirements

Maker (account owner) not present:

    Payee IS a CCB client:

  • The check number, amount, and cash out fields populate once the item is scanned
  • Follow ID Requirements

    Payee is a non-client:

  • The check number, amount, and cash out fields populate once the item is scanned
  • Follow ID Requirements

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Not On-Us Check Presented for Cash for CCB Clients - Speed Key G

Speed Key G

  • DO NOT enter an account number in the Account field.
  • In the Instrument field, enter the client's account number for verification purposes.
  • Enter the check amount, click Enter.
    • The Account Balance Verification screen displays.
  • Enter the client's account number. This information is REQUIRED. 
    • Refer to the Account Balance Verification tab.
  • Follow ID requirements.
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On-Us Check Presented for Partial Cash and Money Order 

Speed Kay E - Multiple Transactions

Note: This type of transaction is used when a non-client is cashing a check for a very large amount or when an office may be unable to handle the cash request. NON-CLIENTS MUST PROCESS THIS TYPE OF TRANSACTION IN THE LOBBY.

For transaction processing, enter the following:

  • Location of the transaction in the applicable field.
  • The account number in the applicable field.
  • The check number in the Instrument field.
  • The amount of the check in the applicable field.
  • The amount of the Money Order in the applicable field.
  • The Money Order fee in the applicable field.

Complete the Transactor and Benefactor information when prompted. DO NOT override this requirement.

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On-Us Personal Check Presented for Cash for Non-Client - Speed Key $

Speed Key $

  • In the Instrument field, enter the check number.
  • Follow ID requirements.
  • On the OFAC Match Display screen:
    • Enter the name of the payee indicated on the check.
    • Type is Individual.
    • Click Search.

If an OFAC Match is received, before proceeding with the transaction, you MUST do the following:

  1. Advise the client the transaction received an alert for review by the U.S. Office of Foreign Asset Control.
    • Ask for the client's patience while the transaction is reviewed.
  2. Take a screen shot of the OFAC Match displayed in Xperience.
  3. E-mail the screen shot to _BSA Department
    • BSA will perform additional research and will approve or decline processing the transaction.
  4. Once notification is received from BSA, proceed with the transaction according to BSA recommendations/guidance.
    • If the transaction is declined, advise the client that you are not able to proceed with the transaction.
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On-Us Business Check Presented for Cash for Non-Client - Speed Key R

  • Follow ID Requirements
  • On the OFAC Match Display screen:
    • Enter the name of the payee indicated on the check.
    • Type is Individual.
    • Click Search.

If an OFAC Match is received, before proceeding with the transaction, you MUST do the following:

  1. Advise the client the transaction received an alert for review by the U.S. Office of Foreign Asset Control.
    • Ask for the client's patience while the transaction is reviewed.
  2. Take a screen shot of the OFAC Match displayed in Xperience.
  3. E-mail the screen shot to _BSA Department
    • BSA will perform additional research and will approve or decline processing the transaction.
  4. Once notification is received from BSA, proceed with the transaction according to BSA recommendations/guidance.
    • If the transaction is declined, advise the client that you are not able to proceed with the transaction.
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Business Checks


On-Us Business Check presented for Cash - Non-Client

Speed Key R - Processing

  • In the Instrument field, enter the check number.
  • Follow ID Requirements
  • On the OFAC Match Display screen:
    • Enter the name of the payee indicated on the check.
    • Type is Individual.
    • Click Search.

If an OFAC Match is received, before proceeding with the transaction, you MUST do the following:

  1. Advise the client the transaction received an alert for review by the U.S. Office of Foreign Asset Control.
    • Ask for the client's patience while the transaction is reviewed.
  2. Take a screen shot of the OFAC Match displayed in Xperience.
  3. E-mail the screen shot to _BSA Department
    • BSA will perform additional research and will approve or decline processing the transaction.
  4. Once notification is received from BSA, proceed with the transaction according to BSA recommendations/guidance.
    • If the transaction is declined, advise the client that you are not able to proceed with the transaction.

Fees:

A check cashing fee is required for all business account checks presented for cash by a non-client. Manually enter the fee to reflect the appropriate amount based on the following schedule:

  • $3.00 per check up to and including $1,000
  • $6.00 per check greater than $1,000


A virtual GL credit to the General Ledger account XXX 460450 6315 851 will be created to account for the fee. 

Note: A business owner without a personal account requesting to cash a check payable to themselves and drawn on their CCB business account WILL NOT be charged a fee.


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Not On-Us Business Check Presented for Cash - CCB Client

Speed key G. 

  • Do not enter an account number in the Account field.
  • Enter client's account number in the Instrument field for verification purposes.
  • Enter Amount.
  • Click Enter.
  • The Account Balance Verification screen appears. Enter the client's a/c number. The information is required. Refer to Account Balance Verification.
  • Follow ID Verification for Transactions procedures.

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Not On-Us Cash Check - Letter of Indemnification (LOI) w/Fee

Speed Key H

Types of acceptable checks made payable to non-CCB consumer clients:

  • Recurring US Treasury checks excluding tax refund checks.
  • Not on-us Payroll checks issued by a non-federal government entity (for example: City, County, State).
  • Not on-us Payroll checks for employees of a business with an approved Letter Of Indemnification (LOI) on file with Retail Support.
  • Refer to the list of approved businesses located on Approved Business for Check Cashing.
  • In the Instrument field, enter the check number.
  • Follow ID requirements.
  • On the OFAC Match Display screen:
    • Enter the name of the payee indicated on the check.
    • Type is Individual.
    • Click Search.

If an OFAC Match is received, before proceeding with the transaction, you MUST do the following:

  1. Advise the client the transaction received an alert for review by the U.S. Office of Foreign Asset Control.
    • Ask for the client's patience while the transaction is reviewed.
  2. Take a screen shot of the OFAC Match displayed in Xperience.
  3. E-mail the screen shot to _BSA Department
    • BSA will perform additional research and will approve or decline processing the transaction.
  4. Once notification is received from BSA, proceed with the transaction according to BSA recommendations/guidance.
    • If the transaction is declined, advise the client that you are not able to proceed with the transaction.


Not on-us checks presented for cash by a non-client require approval. 

Approval by a Non-Officer

These checks can only be cashed in an office lobby, up to a limit of $1,000.00. If a check is presented on a Saturday through the drive thru, the transaction must be declined until an office lobby is available.

In the event of a loss, if the associate has followed all applicable procedures, the loss is charged to the office. If any deviation from procedures, the associate ill be charged with the loss.

Approval by an Officer

At the request of a Capital City Bank (CCB) officer, CCB can cash not on-us checks of a non-client. These are on a case-by-case basis and must be properly reviewed by the associate and the approving officer.

These checks can only be cashed in an office lobby and do not have a limit. If unable to contact an officer for approval, the transaction must be declined.

Officer approval must be obtained on each item.

Place the officer's first initial/full last name, officer code, and phone extension in the upper left hand corner of the item.

Enter the approving officers' name in the Instrument field of the transaction.

In the event of a loss, if the Officer has followed all applicable procedures, the loss is charged to the office. If any deviation from procedures, the Officer is charged with the loss. Notification is sent to the Approving Officer, Market President and Senior Manager.

Fees:

A check cashing fee is required for all not-on-us cash checks that require a LOI. Manually enter the fee to reflect the appropriate amount based on the following schedule:

Check Amount Fee
$300 or less $6.00
$301 - $500 $8.00
$501 - $1,000 $10.00
*A virtual GL credit to the General Ledger account XXX 460450 6315 851 will be created to account for the fee.
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CCB Checks Payable to a Business

CCB checks made payable to a business (for example: corporation, partnership, limited liability company (LLC), association, organization) may NOT be cashed.

CCB checks made payable to a Sole Proprietor Business:

  • Client - Sole Proprietor Business Exception: When the CCB client presenting a check made payable to his/her DBA business, the sole proprietor may cash the check.
  • Non-Client Sole Proprietor: We do not cash CCB checks made payable to a non-client sole proprietor business.
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Account Balance Verification

The Account Balance Verification (ABV) function in the transaction processing system is used as a tool to protect the bank and our clients from individuals who have intent to commit fraud or from another individual using a client's account with intent to commit fraud (for example: identity theft).

The ABV screen provides limited information about the client's account and when applicable, a listing of "not on-us" checks cashed against the client's account.

After entering the amount in the Cash Check transaction, the Account Balance Verification "Lookup" screen displays.

  • Enter the client's account number and the account type.
  • The Account Information screen displays.
  • The screen provides information about the client's account, including:
    • Date opened. 
      • This information is used to determine the correct placement of a hold per CCB Hold Policy.
    • Current and available balance.
    • Risk factor associate with cashing the not on-us check for the client.
    • Review the account information. 
      • In your decision making process, additional review of the client's accounts may be required. In Silverlake, select a Client Information File (CIF) Inquiry to determine the client's account information/relationship.
  • If a known fraudulent check is presented:
    • Try to stall presenter and call local law enforcement.
    • Secure any information/documentation possible.
    • Retain ID and check, if possible.
    • Make note of the description of the presenter and vehicle.
    • Notify the Transactional Risk & Fraud Prevention Department at 850.402.7270, 850.402.7204, or 850.402.7242.
  • If the presenter is in the Drive-Thru, ask the presenter to come inside the office.
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