"Vcheck has been a great tool in the day-to-day operation of our insurance office. It is so quick and easy for our clients to use, it prevents delayed payments (risking policy interruptions), clients can make instant payment at the time of their policy inception or renewal, it avoids the US mail delays and expense, it avoids bank scheduled payments—which are always delayed--, the site is secure and safe, the cost is so reasonable, and the list just goes on and on. We also make premium payments to our carriers via Vcheck (for those offering Vcheck as one of their services). So, when I encourage our clients to use this service, I speak from firsthand knowledge. Actually, I wish all of our carriers used this service. "
P. Rose, Livestock Mutual
Accepting Checks by Phone
Accepting checks by phone is easy with the Vcheck system.
You can either collect the required data and enter it into the system later, or do it in real-time as you have the customer on the phone.
Once you input the check data, you can instantly print and deposit the check.
Vcheck is server-based, so you can have multiple staff members entering checks at the same time.
If you will do a lot of "checks by phone", we suggest you review the additional information below.
Banking regulations require that very specific questions and confirmations be obtained for checks drafts produced by information taken over the phone. And, to avoid "the burden of proof" if a draft is disputed, it is required that such phone calls be recorded or confirmation of the authorization be mailed, faxed or emailed to the customer before the draft is processed.
Having the customer FAX you a copy of a signed check that shows the same amount and payee as the draft you will produce is an easier and safer procedure. However, if that's not possible, we have compiled the following script based on banking regulations that will insure you are in compliance with the required confirmations from the check submitter.
Sample Script for Verbal Authorization That Must be Recorded or Confirmation of the Authorization Mailed/Faxed/Emailed to Customer BEFORE the Draft is Processed
After any sales information and basic check information (checking account data) has been obtained, the following should be recited to the customer with his/her responses being recorded:
"Now we have to verify your authorization for this transaction.
Do you, [bank account holder or authorized signer] understand that the information you provided during this phone call that has taken place on [today's date] at [time of call including time zone] will be used to create a one time demand draft on the checking account for which you have provided information and are an authorized signer on the account?
[Wait for customer response]
Do you authorize us [or state your company's name] to process a draft against said checking account in the amount of [amount of draft] and understand the draft will be dated and will be processed on or after [today's full date or agreed date of check/draft]?
[Wait for customer response]
Do you acknowledge that we have provided you with our phone number of [provide phone number] that is available and answered during normal business hours for your inquiries regarding this transaction?
[Wait for customer response]"