Check Positive Pay

Detect and Return Fraudulent Checks

Check Positive Pay is a web-enabled verification service that helps reduce the risk of loss from check fraud by reviewing exception items and returning checks you deem fraudulent. Features include:

Providing an exception list for authorized online banking users to approve or return
Verifying checks presented for payment by payee, amount, check number, and issue status
Reviewing check images to confirm checks have not been altered
Streamlining the account reconciliation process

How It Works

Accessing Check Positive Pay

Follow these steps if you are an authorized user for Check Positive Pay.

1

Log in to business online banking
2

On the main page, select ‘Positive Pay HQ’
3

In the menu bar, select ‘Change Module’ and ‘Check Positive Pay’

Upload an Issued Check File

1

Select ‘Perform’ in the menu bar, and then ‘Issue File Load’
2
Select your assigned template in the ‘Template to Use With Issue File’ drop-down
3

Upload a saved file from your computer; it must be in .csv comma delimited format
4

Click ‘Upload’ to submit the file
5

If the file is uploaded successfully, a green banner will appear. If errors exist, a message will appear listing them.

Manual Check Entry

1

Select the ‘Perform’ in the menu bar, and then ‘Manual Issue Entry’
2

Select the account number for the check
3

Enter the required check information (i.e., check number, amount, payee, status, issued date)
4

Review the entered information to ensure accuracy
5

Select ‘Save’

Exception Review

If checks are presented for payment and do not match issue files or manually entered items, Check Positive Pay users will be notified via email at 7:00 AM CST and again at 9:00 AM CST if items are not reviewed. Users must log in to Positive Pay HQ by 11:00 AM CST to review exception items. If items are not reviewed by the cut-off time, they will be either paid or returned, depending on the Client’s default selection. Follow the steps below to review exception items:

1

On the main screen of Positive Pay HQ, in the Check Positive Pay box, click on the Exceptions dollar amount. If the amount is $0.00, there are no exceptions to review.
2

In the Transactions History screen, review the exception items listed by clicking on the arrow to the left of the item to show additional details.
3

The current status of the exception item is shown in the Current Status column. To change the decision of the item, click the blue button in the Change Status column. Only click the blue button if you want to change the Current Status.
4

If you change the status, the Current Status column will change to either Return-User or Pay-User to indicate that a user changed the status.
5

Review all exception items listed and determine whether they should be paid or returned. Decisions must be completed by 11:00 AM CST.

If item(s) are being returned due to fraud, contact our team. We will work with you to open a new account to mitigate additional fraud and further protect your account.

(651) 461-8760 Send Email

Best Practice Tips

Daily Processes

Consider setting reminders before the 11:00 AM CST cut-off time
Missing the cut-off time will result in default processing by the Bank
Determine backup processes to ensure daily coverage

Accuracy Matters

Double-check all entries (manual or uploaded) for correct check number, amounts, payees, and dates
Always save issued check files in CSV format before uploading
Confirm file uploads by reviewing the system status after submission

Fraud Prevention

Review exceptions carefully – this is your chance to stop unauthorized or altered items
We recommend reviewing all images
Use the Pay and Return decisions strategically to protect your accounts
Notify us if you return items due to fraud

Frequently Asked Questions

When should exception items be reviewed by?

You will need to review all exception items by 11:00 AM CST each business day. If no decision is made by the cut-off time, the item(s) will be paid or returned depending on your company’s default selection.

How will I know when I have an exception to review?

An automated email notification will be sent at 7:00 AM CST. If a review has not been completed, a second email notification will be sent at 9:00 AM CST.

Why should users review exception items daily?

If a company user does not review exception items prior to the cut-off time each business day we may pay and process unauthorized checks or return authorized checks, depending on your company’s default decision selection. Reviewing exception items timely helps prevent fraud and ensure cash flow accuracy.

What happens if I forget to upload an issue file or manually add a check to the system?

Checks that clear your account that are not added to the system will all become exceptions. You can upload or manually add check information after the fact to minimize the number of exceptions requiring review.

Additional Resources