Spreadsheet: 0a5cd654-f175-4d25-aa59-2c7b41d11f99
Sheet: Sheet1

State University of New York Check Security Questionnaire | Unnamed: 1 | Unnamed: 2
 | Yes | No
1. Does the campus utilize a positive pay system in conjunction with its local depository bank?
a. If so, does the positive pay system include payee information as well as the check number and dollar amount?
[NAME] If not, is reverse positive pay utilized (the campus downloads a list of presented checks and matches them against the issued check file)?
Positive pay is the most effective way to stop check fraud, but it is not foolproof and should be utilized in conjunction with other measures noted below.
2. Does the campus utilize automatic clearing house (ACH) blocks or filters?  A block rejects all ACH debits and may not be feasible if a campus has authorized debit (payment) originators.  Filters let only authorized, legitimate originators have debit capabilities.
a. On the revenue side, if ACH is utilized to collect payments, is a separate account utilized  exclusively for incoming credits to avoid sharing primary account  information?  The separate account should have no check activity or zero balance to prevent disbursements by unauthorized individuals.
3. Does the campus have adequate segregation of duties to prevent any one individual from authorizing, recording and processing checks?
a. Does the campus reconcile its local depository account in a timely manner in accordance with provisions of its banking service agreement?
b. Are the bank statements delivered unopened and reconciled by someone other than the individual responsible for processing the deposits and payments? Additionally, individuals responsible for signing checks should not reconcile the bank statement as well.
c. Is the bank notified immediately of all suspicious transactions noted in the review of the campus account?
d. Is the reconciliation reviewed by someone independent of the process?
4. Have all unused check stock been store in a secured, restricted location and accounted for on a regular basis?   This may include blank check stock for laser printed checks or preprinted stock.
a. If a check facsimile signature stamp (plate or cartridge) is used, are all stamps stored in a secured, restricted location away from the check stock and accounted for?
b. Are check re-order forms and cancelled checks secured and restricted access?
c. Has reasonable care been taken to immediately destroy all voided or damaged checks as well as any unused check stock for closed accounts or check stock that is obsolete?
5. Does the campus check stock include multiple security features, such as:
- controlled paper, which is securely distributed by a reputable manufacturer?
- reaction to multiple types of chemicals to prevent lifting and alteration?
- pantographs in which words such as "VOID" or "COPY" appear on the check if they are copied or scanned?
- holograms or watermarks?
- micro printing which cannot be read by scanners or duplicated by copiers but is visible under magnification?
- thermochromatic ink which reacts to temperature changes and therefore cannot be copied?
- warning bans that alert recipients as to the security features that are present on the checks?
- dual image numbering, laid lines, or prismatic printing?
a. If non-pre-numbered blank check stock is used for a laser printing operation, are sequential inventory control numbers printed on the back of the check stock (independent of the check issue sequence) in order to track and control check sheets?
b. Have the security features been tested for verification?
6. When generating checks via an automated process, does the campus require passwords that are changed periodically to restrict access?:
a. For laser printed checks, are secured name and number fonts utilized to prevent altering of payee name or amount? These secure font types are unique and incorporate images and/or patterns, and are not easily accessible as are standard fonts.  In addition, at a minimum, large fonts (12 pt. or larger) should be used as they are more difficult to remove and alter.
b. For laser printed checks, is a toner anchorage used to seal the toner and prevent its alteration or removal?
c. Are strings of asterisks used to fill blank payee name areas (before/after) to prevent the addition of payee names?
d. Are manual signatures also required on all large dollar checks in addition to, or instead of, facsimile signatures?
7. For manual checks completed using a typewriter, is a fabric, single-strike security ribbon used? This type of ink sinks into the paper whereby ink from self-correcting polymer ribbons can easily be removed with tape.
a. Are strings of asterisks used to fill blank payee name areas (before/after) to prevent the addition of payee names?
b. Is a font of 12 point or larger used?
8. Please include information (type/explanation) of security measures not already mentioned above that are currently in place at your campus or are offered by your bank.