OTCnet Agency Site Profile (ASP)

Check Capture

Agency 

Representative:

Agency Name:

Location Name:

Date:

Document Version 2.2
i

Table of Contents

1 INTRODUCTION ..................................................................................................... 1

2 LOCATION INFORMATION (REQUIRED)........................................................ 1

3 GENERAL AND CONTACT INFORMATION (REQUIRED)........................... 1

3.1 Agency ALC or Four Digit DSSN(s) (Required) ............................................... 2

3.2 Cross-Servicing Information (Required) ............................................................ 2

4 METHOD OF SETTLEMENT (REQUIRED)....................................................... 3

4.1 Notification of Conversion (Required)............................................................... 4

5 SYSTEM CONFIGURATION................................................................................. 5

5.1 Deposit Ticket and Debit Voucher Settlement Options (Required) ................... 5

5.2 Check Verification Database Usage and Policy (Optional)................................ 6

5.3 User Defined Fields (Optional)........................................................................... 7

5.4 Receipts (Optional) ........................................................................................... 16

6 AGENCY HIERARCHY (REQUIRED)............................................................... 17

7 HARDWARE........................................................................................................... 18

7.1 Determining Your Hardware Needs (Optional)................................................ 18

7.2 Ordering Hardware ........................................................................................... 18

8 METRICS AND SITE STATISTICS (REQUIRED)........................................... 19
1

1 Introduction

This document will provide the OTCnet Deployment Team with the necessary information to 

setup each new endpoint/cashflow which includes lower levels of the OTCnet hierarchy. Once 

you have completed and submitted this document to the OTCnet Deployment Team, please wait 

until you are notified by a Deployment Specialist that the specific endpoint setup is complete. If 

the endpoint is not set up, any items submitted through the ALC +2 will not be settled properly. 

Unless otherwise noted please complete each section of the Agency Site Profile.

If you have questions about any section of the document, or about the general OTCnet 

onboarding process, please contact the OTC Deployment Team at 

fiscalservice.otcdeployment@citi.com or (703) 377-5586.

2 Location Information (Required)

Please supply the following information for the location completing this form.

Location Information

Agency Full Name

Location Name

3 General and Contact Information (Required)

Please provide us with the following contact information to ensure that we can reach someone 

from your agency throughout and after the deployment process. 

Location Address Information

Location Point of Contact

Email Address

Phone Number

Location Address

(Street, City, State, Country, ZIP code)

Location County (if in the US)

Shipping Address 

(if different from Location Address)
2

3.1 Agency ALC or Four Digit DSSN(s) (Required)

ALC or Four Digit DSSN Information

ALC or Four Digit DSSN

Number of Locations or Cashflows Required

List each individual Location or Cashflow name as 

it should appear on the check writer’s statement. 

(Maximum of 16 characters) 

NOTE: This list should correspond to the number of 

Cashflows requested in the line above. 

Special Designation Information

Is the ALC listed above a CARS (GWA) reporter? Yes

No 

Is the ALC listed above used to process non-appropriated funds? Yes

No 

Is the ALC listed above used to process tax data? Yes

No 

3.2 Cross-Servicing Information (Required)

Cross-Servicing Information

Cross-Servicing allows the payment process to be sub-contracted to another Agency for processing. 

Please answer the questions below to determine if applicable.

Does the ALC listed above have Cross-Servicing functions 

performed by another agency?

Yes

No

Does the ALC listed in the Location Information section belong 

to the Federal Agency who is completing the Form?

Yes

No 

If no, please explain:
3

4 Method of Settlement (Required)

There are two types of settlement in OTCnet, which are based upon the type of item received and 

presented for deposit: Truncation and Conversion.

1. Truncation: Non-personal checks, money orders, cashier checks, federal, state, and 

local government checks, and traveler’s checks will all have debits presented to the 

check writer’s financial institution via Substitute Check or Electronic Image 

Presentment.

2. Conversion: Personal checks will have a debit presented to the check writer’s 

financial institution via the Automated Clearing House (ACH) network. 

When a return item has been received that was originally collected through either Conversion or 

Truncation, OTCnet can automatically represent the return item for collection based on certain 

return codes (i.e. insufficient funds). Treasury will hold the item on behalf of the Agency until it 

is time to resubmit the item for collection. The resubmission of a previously failed item is called 

a representment.

Special Designation Information

Has this agency been approved for full truncation? Yes

No

Truncation Representment Schedule

Specify 

Number of 

Representments for 

Truncation 

Indicate None, or One Representment. 

The recommended setting is one, to 

allow the maximum number of 

representments. Please select one.

None

One

Conversion Representment Schedule

Specify 

Number of 

Representments for 

Conversion 

Indicate None, One, or Two 

Representments. The recommended 

setting is two, to allow the maximum 

number of representments

None

One

Two 

Representment Schedule

Schedule Indicate the preferred representment 

schedule. The returned items will be 

resubmitted on the selected dates. 

Truncation and conversion 

representments will follow the same 

schedule. Please select one.

1

st & 15th

Next Business Day

15th and End of the Month 

Hold item for # of days: 

Other: 
4

4.1 Notification of Conversion (Required)

It is a regulatory requirement that all agencies participating in OTCnet notify their customers 

prior to receiving all personal checks that will be converted via ACH. This requirement does not 

apply to agencies receiving only non-personal checks. The notice must be presented to customers

prior to the agency going live with OTCnet. For the official Notifications, please visit our 

website at https://www.fiscal.treasury.gov/otcnet/legal-notices.html

Note: The posting of this notice on a website only is not sufficient notice by itself, but can be 

used to supplement a primary method of notification such as the inclusion of the notification 

language on billing statements.

In the table below, please enter details of how and when your Agency plans to begin the 

notification process.

Plans for Notification of Conversion

How will your agency notify check writers of the 

conversion of their paper checks to ACH debits?

On what day does the Agency plan to begin the 

Notification process? 
5

5 System Configuration

5.1 Deposit Ticket and Debit Voucher Settlement Options (Required)

Please answer the questions below on your agency’s preferences on reporting and numbering 

Deposit Tickets and Debit Vouchers in OTCnet.

Deposit Ticket and Debit Voucher Settlement Options

Should there be only one daily deposit ticket for all the 

locations under this agency (per ALC) or should each 

ALC+2 under this agency receive an individual deposit 

ticket?

One Deposit Ticket per ALC

Individual Deposit Ticket per ALC+2 

If you selected “Individual Deposit Ticket per ALC+2”, 

should this location share its range with other ALC+2s 

under this agency?

Yes

No

Should there be a single range for deposit tickets and 

debit vouchers or a separate range for each?

Single Range

Seprarate Range 

Provide the ranges discussed above for Deposit Tickets 

(e.g., single: 000001-999999, next 000001).

Provide the ranges discussed above for Debit Vouchers 

(e.g., single: 000001-999999, next 000001).

Should each retired transaction get an individual debit 

voucher or should the debit vouchers be aggregated so 

that the location receives only one debit voucher with 

many retired items on it (per company)?

Individual Debit Voucher

Consolidated Debit Voucher 
6

5.2 Check Verification Database Usage and Policy (Optional)

The Verification Database is an OTCnet feature that allows Agencies to verify checks against their 

own historical, negative check database when a customer presents a check. It is used to set up the 

Agency’s check cashing policy and to indicate how information should be shared within the 

Agency. Please indicate at what point to create the verification record.

Note: This section is optional. If your Agency will not use this feature, please skip this 

page. Only Agencies that choose to use this feature should complete this section.

Agency Suspension Policy

Number of Return(s) based on the following return codes: 

RO1 (Insufficient Funds), R02 (Account Closed), R09

(Uncollected Funds)

Suspension Period (# of days):

First Item Returned

Second Item Returned

Third Item Returned

Should items past their suspension date be included in the 

number of returned checks to determine check writer status?

Yes

No

Note: After the last suspension in the system, the next return item will automatically 

generate a “Deny” status, and any future transactions will be prevented.

Point of Creation for MVD Verification Record

Please check one of the statements below to define how verification records are created:

Verification Records are created when an item is returned but has not been retired.

Verification Records are created when all attempts to collect the item have been unsuccessful and 

the item has been retired.
7

5.3 User Defined Fields (Optional)

User Defined Fields (UDFs) are optional customizable fields that a location can use to collect 

information on a payment item. Among other data, OTCnet will automatically capture the Date

and Check Number, while a manually-entered Amount UDF captures the dollar amount. The 

location can add UDFs to collect additional, operator-entered information such as invoice 

number, name of the remitter, or other information that will help the location track the item. As a 

note, information that is Personally Identifiable Information (PII) will be masked.

Each Location can choose to use between 0 and 24 User Defined Fields, with each UDF 

containing up to 255 characters. Each ALC can elect to use two forms, one for use when 

processing in Person (Customer) Present mode and another for processing in Person (Customer) 

Not Present or Back Office mode. 

If your agency is utilizing the Verification Database, one field can be selected as the ‘primary’ 

field, which will link to the MVD for verification purposes. Additionally, an Agency can specify 

four fields that can be used for searching and retrieving records. OTCnet contains an archive of 

all check images, reports, and banking information. 

Four (4) templates have been provided below. Please use one page per UDF. If you would like to 

add more than four UDFs, please contact the Deployment Team. The UDFs will appear on the 

form in the order that they are requested below. 
8

User Defined Field #1

Name of Field Enter the name of the field (e.g. Invoice Number)

Notes: 

• For User Defined Fields that are mandatory, insert an asterisk (*) at 

the beginning of the Name of Field

• Include detailed Name of Field and indicate the expected format in 

parenthesis e.g. Date (MM/DD/YYYY), Location (Street, City, State, 

ZIP code, Country)

This Field is for ALC Enter the ALC for which you want this User Defined Filed to be utilized

Primary Field This primary field will be used for verification purposes in OTCnet. Please 

select ‘Yes’ or ‘No’.

Note: Only one User Defined Field can be listed ass the Primary Field.

Yes

No

Field is visible in mode Select either ‘Customer present’, ‘Customer not present’, or ‘Both’. Customer 

Present

Customer Not

Both 

Does this field contain one 

or more pieces of PII 

information listed in the 

next column?

Taxpayer Identification Number (TIN),

Employee ID, Social Security Number (SSN), Military ID, Driver’s License #,

Electronic Data Interchange Personal Identifier (EDIPI), Account Number –

used for account numbers of all types (credit card, checking, etc.)

Yes

No 

Is the field Mandatory or 

Optional?

Select either ‘Mandatory’ or ‘Optional’. Mandatory

Optional

Is this field one of four 

searchable fields?

Select either ‘Yes’ or ‘No’. Yes

No

Minimum field length 

(number of characters)

Specify the minimum number of characters the field should hold.

Maximum field length 

(number of characters)

Specify the maximum number of characters the field should hold (up to 255).

Data Type

 

Describe the type of data this field contains. If Data Type is a drop-down list, 

provide the desired fields

Only the following characters are permitted:

• Aa-Zz

• 0-9

• !#$%'()*,-.:?@

Notes: 

• ISO Format date (YYYY/MM/DD)

• US Format Date (MM/DD/YYYY)

Text

Numerical

Currency

Drop-down list

ISO Date

US Date

Alpha-numeric

Drop-down Items:

What edits should be 

made for this field?

Describe the edits you wish the system to make. For example, the system could 

check to make sure that a field is all alphabetical or all numeric.
9

User Defined Field #1

Comments or additional information
10

User Defined Field #2

Name of Field Enter the name of the field (e.g. Invoice Number)

Notes: 

• For User Defined Fields that are mandatory, insert an asterisk (*) at 

the beginning of the Name of Field

• Include detailed Name of Field and indicate the expected format in 

parenthesis e.g. Date (MM/DD/YYYY), Location (Street, City, State, 

ZIP code, Country)

This Field is for ALC Enter the ALC for which you want this User Defined Filed to be utilized

Primary Field This primary field will be used for verification purposes in OTCnet. Please 

select ‘Yes’ or ‘No’.

Note: Only one User Defined Field can be listed ass the Primary Field.

Yes

No 

Field is visible in mode Select either ‘Customer present’, ‘Customer not present’, or ‘Both’. Customer 

Present

Customer Not

Both 

Does this field contain one 

or more pieces of PII 

information listed in the 

next column?

Taxpayer Identification Number (TIN),

Employee ID, Social Security Number (SSN), Military ID, Driver’s License #,

Electronic Data Interchange Personal Identifier (EDIPI), Account Number –

used for account numbers of all types (credit card, checking, etc.)

Yes

No 

Is the field Mandatory or 

Optional?

Select either ‘Mandatory’ or ‘Optional’. Mandatory

Optional

Is this field one of four 

searchable fields?

Select either ‘Yes’ or ‘No’. Yes

No 

Minimum field length 

(number of characters)

Specify the minimum number of characters the field should hold.

Maximum field length 

(number of characters)

Specify the maximum number of characters the field should hold (up to 255).

Data Type Describe the type of data this field contains. If Data Type is a drop-down list, 

provide the desired fields

Only the following characters are permitted:

• Aa-Zz

• 0-9

• !#$%'()*,-.:?@

Notes: 

• ISO Format date (YYYY/MM/DD)

• US Format Date (MM/DD/YYYY)

Text

Numerical

Currency

Drop-down list

ISO Date

US Date

Alpha-numeric

Drop-down Items:

What edits should be 

made for this field?

Describe the edits you wish the system to make. For example, the system could 

check to make sure that a field is all alphabetical or all numeric.
11

User Defined Field #2

Comments or additional information
12

User Defined Field #3

Name of Field Enter the name of the field (e.g. Invoice Number)

Notes: 

• For User Defined Fields that are mandatory, insert an asterisk (*) at 

the beginning of the Name of Field

• Include detailed Name of Field and indicate the expected format in 

parenthesis e.g. Date (MM/DD/YYYY), Location (Street, City, State, 

ZIP code, Country)

This Field is for ALC Enter the ALC for which you want this User Defined Filed to be utilized

Primary Field This primary field will be used for verification purposes in OTCnet. Please 

select ‘Yes’ or ‘No’.

Note: Only one User Defined Field can be listed ass the Primary Field.

Yes

No 

Field is visible in mode Select either ‘Customer present’, ‘Customer not present’, or ‘Both’. Customer 

Present

Customer Not

Both 

Does this field contain one 

or more pieces of PII 

information listed in the 

next column?

Taxpayer Identification Number (TIN),

Employee ID, Social Security Number (SSN), Military ID, Driver’s License #,

Electronic Data Interchange Personal Identifier (EDIPI), Account Number –

used for account numbers of all types (credit card, checking, etc.)

Yes

No 

Is the field Mandatory or 

Optional?

Select either ‘Mandatory’ or ‘Optional’. Mandatory

Optional

Is this field one of four 

searchable fields?

Select either ‘Yes’ or ‘No’. Yes

No 

Minimum field length 

(number of characters)

Specify the minimum number of characters the field should hold.

Maximum field length 

(number of characters)

Specify the maximum number of characters the field should hold (up to 255).

Data Type Describe the type of data this field contains. If Data Type is a drop-down list, 

provide the desired fields

Only the following characters are permitted:

• Aa-Zz

• 0-9

• !#$%'()*,-.:?@

Notes: 

• ISO Format date (YYYY/MM/DD)

• US Format Date (MM/DD/YYYY)

Text

Numerical

Currency

Drop-down list

ISO Date

US Date

Alpha-numeric

Drop-down Items:

What edits should be 

made for this field?

Describe the edits you wish the system to make. For example, the system could 

check to make sure that a field is all alphabetical or all numeric.
13

User Defined Field #3

Comments or additional information
14

User Defined Field #4

Name of Field Enter the name of the field (e.g. Invoice Number)

Notes: 

• For User Defined Fields that are mandatory, insert an asterisk (*) at 

the beginning of the Name of Field

• Include detailed Name of Field and indicate the expected format in 

parenthesis e.g. Date (MM/DD/YYYY), Location (Street, City, State, 

ZIP code, Country)

This Field is for ALC Enter the ALC for which you want this User Defined Filed to be utilized

Primary Field This primary field will be used for verification purposes in OTCnet. Please 

select ‘Yes’ or ‘No’.

Note: Only one User Defined Field can be listed ass the Primary Field.

Yes

No 

Field is visible in mode Select either ‘Customer present’, ‘Customer not present’, or ‘Both’. Customer 

Present

Customer Not

Both

Does this field contain one 

or more pieces of PII 

information listed in the 

next column?

Taxpayer Identification Number (TIN),

Employee ID, Social Security Number (SSN), Military ID, Driver’s License #,

Electronic Data Interchange Personal Identifier (EDIPI), Account Number –

used for account numbers of all types (credit card, checking, etc.)

Yes

No 

Is the field Mandatory or 

Optional?

Select either ‘Mandatory’ or ‘Optional’. Mandatory

Optional

Is this field one of four 

searchable fields?

Select either ‘Yes’ or ‘No’. Yes

No 

Minimum field length 

(number of characters)

Specify the minimum number of characters the field should hold.

Maximum field length 

(number of characters)

Specify the maximum number of characters the field should hold (up to 255).

Data Type Describe the type of data this field contains. If Data Type is a drop-down list, 

provide the desired fields

Only the following characters are permitted:

• Aa-Zz

• 0-9

• !#$%'()*,-.:?@

Notes: 

• ISO Format date (YYYY/MM/DD)

• US Format Date (MM/DD/YYYY)

Text

Numerical

Currency

Drop-down list

ISO Date

US Date

Alpha-numeric

Drop-down Items:

What edits should be 

made for this field?

Describe the edits you wish the system to make. For example, the system could 

check to make sure that a field is all alphabetical or all numeric.
15

User Defined Field #4

Comments or additional information
16

5.4 Receipts (Optional)

OTCnet can print receipts based on the UDF you created in the previous section. Based on your 

UDF choices, please list the fields and the appropriate order in which they should appear in the table 

below (if needed, please insert additional rows). You may specify multiple receipt formats for 

different locations/cashflows. 

Would you like to use receipts? 

Yes

No

Receipts

Field 1:

Field 2:

Field 3:

Field 4:
17

6 Agency Hierarchy (Required)

When a location is entered into the OTCnet system, it is added as a level to a pre-existing OTCnet 

hierarchy. The hierarchy is organized by agency, bureau, and, in some cases, region. When a User 

is set up in the OTCnet system, access is granted at a specific level, allowing the User to see 

transactional data for a given level as well as its subordinate locations. Your location’s placement 

in the hierarchy will determine what records are seen by which locations. Similarly, the OTCnet 

system configuration settings, such as user defined fields and check cashing policy information, 

are assigned by level and can be adopted by or assigned to subordinate locations.

Please use the hierarchy example shown below as a guide for completing the hierarchy table for 

your location. Although space for six levels is provided, you are not required to have a certain 

number of levels.

Level 1:

Level 2:

Level 3:

Level 4:

Level 5:

Level 6:

Agency

Department

Bureau

Endpoint/Cashflow

Endpoint/Cashflow

Level 1

Level 2

Level 3

Level 4
18

7 Hardware

In order to utilize OTCnet, workstations will need to acquire check-scanning equipment. The 

instructions below will assist in ordering hardware.

7.1 Determining Your Hardware Needs (Optional)

Scanner Scanner Information Cost

RDM EC9100i Single feed duplex scanner with franker sold 

separately

$350

Panini I:Deal Single feed check scanner with franker sold 

separately

$318

Panini VisionX Three speed batch scanner capable of 

processing 50, 75, or 100 checks per minute

Starting at $679

Will your Agency be purchasing new scanners? Yes

No 

If you answered “Yes”, please continue reading through the document.

If your answer was “No”, what type of scanner do you have? 

7.2 Ordering Hardware

You have two options for purchasing hardware:

Option 1: Use your agency purchase card, or credit card, to purchase the hardware directly from 

the vendor. If you would like to purchase your hardware directly from the vendor, please contact:

• RDM: Stacy Carson, 800-567-6227 x345, stacy.carson@deluxe.com

• Cennox (Panini): Birch Harrison, 888-749-6396 x1322, Birch.Harrison@cennox.com

Option 2: Complete the 7600A and 7600B Interagency Agreement (IAA) forms to transfer 

funding for hardware from your agency to Treasury/Bureau of the Fiscal Service, and have the 

OTC Deployment Team purchase the hardware on your behalf. Submit the completed IAA forms

to Fiscalservice.OTCDeployment@citi.com.
19

8 Metrics and Site Statistics (Required)

Please answer the questions below:

How many sites/locations are there under the listed Agency?

What is the estimated number of checks that will be collected at 

this location on a monthly basis?

How are paper checks accepted at this particular site?

What are these funds for? For the majority of collections 

processed at this location, what is the purpose of these payments 

(e.g. applications, donations, reimbursements, fees)?

Where are these funds coming from? What specific 

government agencies, businesses, or individuals will be initiating 

(paying) the majority of these payments?

Indicate your agency’s mode of processing as Person (Customer)

Present for face-to-face, or over the counter transactions; Person

(Customer) Not Present, or Back Office for items received by 

mail or drop box activity at your agency location, or 

Combination if your agency receives checks all three ways.