National Check Payments Certification. Standards and Formats. Copyright 2016 by the Electronic Check Clearing House Organization NOTICES

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1 NCP 2017 Exam Cycle Core Training Series Session 4 National Check Payments Certification Standards and Formats Copyright 2016 by the Electronic Check Clearing House Organization NOTICES This training course may provide an introduction to or summary of various aspects of check payments and the legal and rules framework for check image exchange. Responsibility for compliance with image exchange rules, and/or the legal, operational and regulatory requirements applicable to check image exchange, remains at all times with the financial institution participating in check image exchange and/or the individual or company using a check image exchange service. This presentation and the information contained herein is not intended as legal or compliance advice or recommendation to any person or company. This document could include technical inaccuracies or typographical errors and individual users are responsible for verifying any information found in this presentation and related live webinar or webinar playback. Financial institutions should consult with their legal counsel regarding legal and operational requirements applicable to any check image exchange program they may offer orinwhichthey participate. These materials may not be reproduced or published, in whole or in part, without the express permission of ECCHO. Copyright 2016 by the Electronic Check Clearing House Organization (Certain contributed content subject to third party copyrights) National Check Payments Certification 2 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 1

2 NCP Exam Registration Reminder Free ECCHO / NCP study aids upon registration! JumpStart Reading Program Links to all program resources NCP Roadmap Direction on establishing a personalized study plan P.R.E.P. Guide Training guide, glossary of terms, sample exam Question of the Day & Summary New daily question & detailed answer to prior day s question Exam Fees: $400 ECCHO member $500 non ECCHO member Not sure about membership? Check current status at: o Enter financial institution name in search box on left National Check Payments Certification 3 Topics This Session X X Parts 1 and 2 X X X (new) TR 47 (new) National Check Payments Certification 4 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 2

3 X9 Standards Payments Standards What are standards? Set of specific documents, defined as either Standards or Technical Reports (TRs), to give the industry guidance Goal: To provide a structure to facilitate electronic movement or exchange of check related data and images Standards enable interoperability in check payments processing Standards may be updated from time to time to serve the changing needs of the industry National Check Payments Certification 6 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 3

4 Payments Standards Who provides standards? Accredited standards body for Financial Services: Accredited Standards Committee (ASC) X9, Inc. X9 creates American National Standards (ANS) Standards are accredited by the American National Standards Institute (ANSI) Standards are available from either X9 or ANSI Please visit the websites for additional information and National Check Payments Certification 7 Check Payments Standards X : Specifications for an Image Replacement Document IRD X : Magnetic Ink Printing (MICR) Part 1: Placement and Location: Includes size limits for checks Personal size (6 x 2.75 ) Business size checks (8.75 x ). Part 2: EPC Field Use X : TIFF Tagged Image File Format X : Electronic Exchange of Check and Image Data X : Return Reasons for Check Image Exchange and IRDs National Check Payments Certification 8 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 4

5 Image Replacement Document IRD (X ) IRD Standard X Provides the financial industry with a specification for Image Replacement Document (IRD) Standard for machine readable substitute document created from an image made from the front and back of the original check Many other X9 standards and technical reports are referenced by this IRD standard See NCP P.R.E.P. Guide for more details National Check Payments Certification 10 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 5

6 Substitute Check or IRD? What s the difference between an IRD and a Substitute Check? Nothing! Image Replacement Document (IRD) Defined in technical standard X Substitute Check Defined in Reg CC o Reg CC definition references the X standard National Check Payments Certification 11 Substitute Check Check 21 and Reg CC definition Designed to be processed exactly as if it were the original paper check Legal equivalent of original check for all purposes Contains image of front and back of check Conforms to industry standards Suitable for automated processing Must accurately represent all information on original check Bears legal legend Includes all indorsements Includes identification of party creating it National Check Payments Certification 12 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 6

7 IRD MICR Line and Magnetic Ink Magnetic ink required? Reg CC requirement All checks (including substitute check) must have routing number of the Paying Bank preprinted or postencoded in magnetic ink (MICR characters/e 13B font) However, not required if IRD is created for paid item returned to issuing institution s customer as a properly paid item MICR characters may then be printed in non magnetic ink Substitute check used for this purpose must still conform to all other requirements of X standard National Check Payments Certification 13 Forward Substitute Check Front Legal Legend Creating Institution Routing Number, Creation Date & Sequence Number Substitute Check Original Truncating Institution Routing Number, Date & Sequence Original Scanned Front Image Clipped Area * * 01/03/ This is a LEGAL COPY of your check. You can use it the same way you would use the original check [ ] 01/03/2002 Optional Area No branding or marketing Substitute Check Identifier Notes: Creating, truncating and BOFD Institution is not necessarily the same. Truncating Institution is not necessarily the BOFD or Return Location. Look at Endorsement on back for Return Location. Date & Sequence numbers may not be available for Truncating Institution. MICR Line from Original Check 14 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 7

8 Substitute Check 15 Return Substitute Check Return Substitute Check Front Return Reason Overlay * * 01/03/ This is a LEGAL COPY of your check. You can use it the same way you would use the original check. Return Reason Printed on Return Substitute Check Return Substitute Check Identifier 5 can only appear on the qualified return strip. Return Qualification Strip with BOFD Routing Number and Dollar Amount Optional All returns do not have strip. Strip can be applied after Substitute Check is created. National Check Payments Certification 16 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 8

9 Magnetic Ink Printing (MICR) (X ) X Part 1 / Part 2 Part 1: Establishes placement and location for printing MICR ink on checks, drafts and other documents for automated processing Example other documents Internal forms such as batch tickets Part 2: EPC Field Use: Establishes assignment and management of one digit optional field (EPC) code Conveys special information for correct handling or routing of check/check data to financial institutions or other processors Primarily used for qualified returns or identification of substitute checks National Check Payments Certification 18 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 9

10 Magnetic Ink Character Recognition MICR line: Band along bottom edge of check reserved for magnetic encoding Common fields divided into character spaces, organized into several areas or fields Fixed format for all users: Amount, Routing, and optional EPC fields Drawer s Signature National Check Payments Certification 19 Magnetic Ink Character Recognition Variable fields: On Us: Issuing financial institution determines format Auxiliary On Us (Aux On Us) May appear at extreme left side on business size check Drawer s Signature National Check Payments Certification 20 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 10

11 TIFF Image Format for Image Exchange (X ) X TIFF Standard Standard defines specific fields and parameters for check image exchange and allowable values for those parameters Image data must comply with X standard TIFF standard file contains image data and set of tags that describe how the image data is to be interpreted Key fields include: Image width and Image length Compression (DPI must be 200 or 240) B&W or grayscale (Images must be black and white only) Check processing systems must understand TIFF tags to be able to view what s in the file Consider TIFF as envelope around the image TIFF tags describe the image National Check Payments Certification 22 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 11

12 Return Reasons for Check Image Exchange and IRDs (X ) X Return Reasons Approved May 6, 2016, standard establishes process to add, change or delete a Return Reason code Includes return reasons previously listed as Annex in two other standards: X Image Replacement Document (IRD) X Electronic Exchange of Check and Image Data Provides list of Return Reason codes for both Customer and Administrative Returns for image exchange and IRD creation Standard includes both: Short name for each Return Reason with abbreviation; and Guidance for the proper use of Return Reason codes Standard does not address operational, implementation or settlement considerations See Exceptions Returns and Adjustments session of this training series for discussion of common Return Reason codes National Check Payments Certification 24 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 12

13 Universal Companion Document Universal Companion Document Industry needed common edit practices for image files being exchanged UCD developed to formalize the use of the industry standard for check image exchange Designed to clarify how financial institutions should use/apply that image exchange standard Uniform format that provides flexible approach to identify data elements critical to payment processing and establishes: Business practices for image exchange File level and item level rejection criteria National Check Payments Certification 26 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 13

14 Image Standard and UCD Establish industry consistency in use of the X standard Standard defines which records must be used for check image exchange (forward and return) UCD explains how to populate the fields in those records UCD details each record deemed to have critical payment data Lists all associated fields contained in standard National Check Payments Certification 27 UCD and TR 47 UCD will be released as a new technical report through X9: TR 47 Universal Companion Document Industry Adoption of X ASC X9 recently voted to approve TR 47 Anticipated release date November 2016 Will be a free document available at: and Linked via CheckImage Central website National Check Payments Certification 28 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 14

15 Cash Letters What is a Cash Letter? Group of negotiable instruments, usually checks Includes instructions for handling Who it s from (Presenting Bank) Where it s going (Receiving Bank) Describes what kind of items are included Forward collection Return Includes control totals Number of Items Total $ Value National Check Payments Certification 30 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 15

16 Cash Letters and Bundles To manage balancing and controls for large check volumes, paper cash letters sub grouped into bundles Approx. 300 items in each bundle Separate instructions for each bundle: From/To What s included # Items $ Value Source: JPMorgan Chase National Check Payments Certification 31 Cash Letter Structure Representation of Physical Cash Letter (CL) File One file three (3) Cash Letters Cash letter may have one or more bundles Image file/record formats: X record formats mirror paper environment in many ways, as shown in example Example: FILE 1: Cash Letter #1 3 Bundles forward debit Item(s) Cash Letter #2 1 Bundle forward debit Item(s) Cash Letter #3 2 Bundles forward debit Item(s) File 1 Bundle 1 CASH LETTER #1 WITH TOTAL Bundle 2 Bundle 1 CASH LETTER #3 WITH TOTAL Bundle 1 CASH LETTER #2 WITH TOTAL Bundle 3 Bundle 2 National Check Payments Certification 32 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 16

17 Image Cash Letter Standard Overview Standard for image files exchanged today Started with Draft Standard for Trial Use: DSTU X9.37 (2003) X emerged as New standard Essentially the X9.37 standard with known errors addressed More robust documentation Intent was to be compatible with X9.37 Fed OC3 references DSTU X9.37 (2003)...as amended from time to time Amended standard referenced is the X standard National Check Payments Certification 34 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 17

18 X Cash letter structure that supports exchange of: Posting data only Posting data and check images Posting data followed by additional data & image file Variable length records to accommodate images Utilizes UCD as guideline for industry consistency Defines records for both: Forward image exchange (20 series records) and Return image exchange (30 series records) Will discuss both in this section o Focus on specific records that carry indorsement information National Check Payments Certification 35 X Selected Record Views Cash Letter Hierarchy Diagram File Header (01) Cash Letter File Control (99) Cash Letter Header (10) Forward Presentment Bundle Forward presentment bundles and/or return bundles Return Bundle Cash Letter Control (90) LEGEND M Mandatory Record Multiple Logical Entities National Check Payments Certification 36 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 18

19 File Records File Header Record (Type 01) First record of file containing: Origin / Destination Routing Numbers and Names Creation Date and Time File Control Record (Type 99) Contains file control information: Cash Letter count Item count Total amount File Header Record (Type 01) associated with File Control Record (Type 99) Examples of Type 01 / Type 99 records on next slides National Check Payments Certification 37 File Header Record (Type 01) Data as stored in Image Cash Letter (ICL) file: View using image viewer National Check Payments Certification Source: 38 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 19

20 File Control Record (Type 99) File Control Record (via image viewer) Note: One cash letter only in this file National Check Payments Certification Source: 39 Cash Letter Records Cash Letter Header Record (Type 10) First record of cash letter containing: Destination and ECE Institution Routing Numbers Various dates and time Codes to indicate Forward (01) or Return (03) cash letter Inclusion (or to follow ) image records Type of returns Cash Letter Control Record (Type 90) Provides control totals for cash letter including: Bundle Count, Item Count, Total Amount Cash Letter Header Record (Type 10) associated with Cash Letter Control Record (Type 90) Examples of Type 10 / Type 90 records on next slides National Check Payments Certification 40 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 20

21 Cash Letter Header Record (Type 10) Cash Letter Header Record (via image viewer) Note: Two bundles are included in this cash letter National Check Payments Certification Source: 41 Cash Letter Control Record (Type 90) Cash Letter Control Record (via image viewer) Note: Two bundles are included in this cash letter National Check Payments Certification Source: 42 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 21

22 X Selected Record Views Forward Presentment Bundle Diagram Bundle Header (20) Forward Presentment Bundle Item(s) Bundle Control (70) LEGEND M C Mandatory Record Conditional Record C Logical Entity Multiple Logical Entities Multiple Conditional Records Check Detail 25 Record Check Detail Add. A 26 Record Addenda Records Check Detail Add. C 28 Record Image View 25 record contains check MICR DATA One 26 record to identify return location One 28 record to identify each subsequent endorser Image View Detail (50) Image View Data (52) Record Types 50 and 52 occur together for each Image View Pair of 50/52 records for front view Pair of 50/52 records back view National Check Payments Certification 43 Bundle Records Bundle Header Record (Type 20) First record of bundle containing: Destination and ECE Institution Routing Numbers Various dates Bundle ID Bundle Sequence Number Cycle Number Code to indicate forward or return bundle Not mixed in same cash letter Bundle Control Record (Type 70) Provides control totals in bundle for: Item count, Total amount, Images within Bundle count Bundle Header Record (Type 20) associated with Bundle Control Record (Type 70) Examples of Type 20 / Type 70 records on next slides National Check Payments Certification 44 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 22

23 Bundle Header Record (Type 20) Bundle Header Record (via image viewer) Note: Ten items are included in this bundle National Check Payments Certification Source: 45 Bundle Control Record (Type 70) Bundle Control Record (via image viewer) Note: In this example, 300 items are included in bundle National Check Payments Certification Source: 46 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 23

24 Check Detail Record (Type 25) One record for each check containing: Information from MICR line of check ECE Institution Item Sequence Number Codes to indicate: Type of Documentation associated with this check Type of returns accepted Archive available Whether and how MICR line repaired For business sized check, would carry the auxon us field in this record National Check Payments Certification 47 Check Detail Record (Type 25) Sample check MICR line: Type 25 record using image viewer: National Check Payments Certification Source: 48 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 24

25 Check Detail Addendum A Record (Type 26) Associated with previous Check Detail Record Multiple Type 26 records if check re presented Identifies/provides information on return location for customer returns typically BOFD Fields conform to Reg CC requirements Codes indicate: Whether / how MICR line repaired Institution that truncated original check Truncation indicator set to Y o Only one truncation indicator set to Y o Note: If value of 4 in EPC field in Type 25 or Type 31 record indicates this is an image of a substitute check, ALL truncation indicators set to N National Check Payments Certification 49 Check Detail Addendum A Record (Type 26) Type 26 record (via image viewer) Truncation Indicator = Y in example indicating the institution that truncated the original physical check National Check Payments Certification Source: 50 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 25

26 Check Detail Addendum C Record (Type 28) Associated with previous Check Detail Record May have multiple Type 28 records subsequent endorsers Fields conform to Reg CC and other endorsement requirements (e.g.; ECCHO Rules) Record carries codes to indicate Institution that truncated original check Whether / how MICR line repaired Defines bank s role in collection process Carries Return Reason (on re presented item) Two purposes for Type 28 records Carry Return Reason from prior 35 record (re presented items) For subsequent indorsements: Identifies and provides information for each endorsing institution Required for IRD creation National Check Payments Certification 51 Check Detail Addendum C Record (Type 28) Type 28 record (via image viewer) Note the Truncation Indicator = N Only one institution that is the Truncating Bank National Check Payments Certification Source: 52 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 26

27 Image Cash Letter Standard Returns X Selected Record Views 31 and 33 Return Detail records contain MICR data Bundle Header (20) Return Bundle Diagram Return Bundle Return Item(s) Bundle Control (70) LEGEND C M Mandatory Record Conditional Record C Logical Entity Multiple Logical Entities Multiple Conditional Records Return Detail 31 Record Return Detail Add. A 32 Record Return Detail Add. B 33 Record Return Detail Add. D 35 Record Image View One 32 record to identify return location One 35 record to identify each subsequent endorser Image View Detail (50) Image View Data (52) Record Types 50 and 52 occur together for each Image View Pair of 50/52 records for front view Pair of 50/52 records back view National Check Payments Certification 54 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 27

28 Return Records Different set of records used to return items in image cash letter file (30 series records) Return records correspond to forward records Type 25 to Type 31 With Type 33 if Aux on us value present Type 26 to Type 32 Type 28 to Type 35 When returning an item: Forward records convert to return records by copying the data from/to corresponding fields Generally referred to as flipping the records National Check Payments Certification 55 Return Record (Type 31) One record for each return created by Paying Bank or returning institution containing: Information from Check Detail Record or original check Forward Bundle Date ECE Institution Item Sequence Number Codes to indicate: Return Reason Archive available Number of Times Returned National Check Payments Certification 56 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 28

29 Return Record (Type 31) Example: Type 25 data copied to Type 31 record Note Return Reason Code A National Check Payments Certification Source: 57 Return Addendum B Record (Type 33) Used in conjunction with Return Record (Type 31) May contain Auxiliary On Us field Auxiliary On Us: Optional field left of routing number field on MICR line Used on business sized checks for: o Consecutive serial numbers o Account control information o Product codes/ other information Carried in Check Detail Record (Type 25) on the Forward presentment file National Check Payments Certification 58 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 29

30 Return Addendum Records Return Addendum A Record (Type 32) Mirrors Check Detail Addendum A Record (Type 26) Type 26 record identifies return location for customer returns Return Addendum D Record (Type 35) Carries Paying Bank identification; and Return Reason code Same Return Reason as Return Record (Type 31) For re presented items Record mirrors Check Detail Addendum C Record (Type 28) which identifies and provides information for each endorsing institution in the forward collection process National Check Payments Certification 59 Return Addendum A Record (Type 32) Example: Data copied from Type 26 to Type 32 record Record 26 Record 32 National Check Payments Certification Source: 60 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 30

31 Return Addendum C Record (35) Type 28 to Type 35 record (via image viewer) Note: Two Type 35 records for this item Return Reason Code ( A ) in last Type 35 record National Check Payments Certification Source: 61 Image Views Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 31

32 X Selected Record Views Forward Presentment Bundle Diagram Bundle Header (20) Forward Presentment Bundle Item(s) Bundle Control (70) LEGEND M C Mandatory Record Conditional Record C Logical Entity Multiple Logical Entities Multiple Conditional Records Check Detail 25 Record Check Detail Add. A 26 Record Addenda Records Check Detail Add. C 28 Record Image View 25 record contains check MICR DATA One 26 record to identify return location One 28 record to identify each subsequent endorser Image View Detail (50) Image View Data (52) Record Types 50 and 52 occur together for each Image View - Pair of 50/52 records for front view - Pair of 50/52 records back view National Check Payments Certification 63 Image View Records Image View Detail (Type 50) / Image View Data (Type 52) Records Conveys image data and image: On forward collection for Check Detail Record (Type 25); or On return for Return Record (Type 31) Records occur together; for each check imaged, must have: Pair of 50/52 records for front view and Pair of 50/52 records for back view Partial views permitted by agreement National Check Payments Certification 64 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 32

33 Image View Records Contain very technical information that describes the item (Type 50 record) and contains the view of the imaged item (Type 52 record) Type 50 Record Image view Contains codes that describe the image including: o Format o Compression o View side (front or rear) o View descriptor (full or partial view) o Digital signature and security information, if included Type 52 Record Image Data Includes the image and: o Reference Key information o Security information o Clipping information o Digital signature, if included National Check Payments Certification 65 Image View Records Type 50 / Type 52 Variable length records Example shows Type 50/52 records (via image viewer) Length = 80 for detail about the image (Type 50); and Length = 5742 for the image view (Type 52) Source: 66 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 33

34 Record Formats Processing Flows Build an Image Cash Letter (ICL) Build the ICL Overview National Check Payments Certification 68 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 34

35 Which Electronic Records? Processes 1 3: Deposit and image presentment (1) Image return (2) Image re presentment (3) BOFD A may re present item automatically What X9 record types would be required on: Initial image presentment (1) First return (2) Re presentment (3) Processes 4 6: Second image return (4) BOFD A provides a substitute check to customer Customer re deposits substitute check at a second depositary bank BOFD B (5) BOFD B presents item as image (6) What X9 record types would be required on: Second return (4) Presented image from BOFD B to Paying Bank (6) National Check Payments Certification 69 Which Electronic Records? Forward Presentment and Initial Return Processes 1 3: Deposit and image presentment (1) Image return (2) Image re presentment (3) X9 record types required on: Initial image presentment (1) Type 25 Type 26 First return (2) Type 31/33 (33 only if aux on us from business sized check) Type 32 flipped from 26 record Type 35 New record to carry Return Reason Code Re presentment (3) Type 25 Type 26 flipped from 32 record on first return (2) Type 28 flipped from 35 record on first return (2) Type 26 New for second presentment (3) National Check Payments Certification 70 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 35

36 Which Electronic Records? Second Return and Re Presentment Processes 4 6: Second image return (4) BOFD A provides a substitute check Customer re deposits substitute check at second depositary bank BOFD B (5) BOFD B presents item as image (6) X9 record types required on: Second return (4) Type 31/33 (33 only if aux on us from business sized check) Type 32 flipped from first 26 record (1) Type 32 flipped from second 26 record (3) Type 35 flipped from first 28 record (3) Type 35 New record for this return (w/current return reason code) Substitute Check deposited at BOFD B (5) Item has been dropped to paper when IRD created Substitute check (IRD) carries all prior indorsements Image presented from BOFD B (6) Type 25 New Type 26 New w/bofd B indorsement information National Check Payments Certification 71 Questions National Check Payments Certification 72 Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 36

37 Recommended Resources Standards available at: Supplemental Handout: X9 File Records Example Universal Companion Document (UCD) Currently available at CheckImage Collaborative website: CheckImage Central website Reviews various papers on Technical and Operational topics examples: o Endorsements: Information and Usage o Proper Use of Return Codes in Image Exchange National Check Payments Certification 73 Standards and Formats Thank You! NOTICE This NCPC Program document contains copyrighted materials of its publisher. These materials may not be reproduced or published, in whole or in part, without the express permission of ECCHO Copyright 2016 by the Electronic Check Clearing House Organization Copyright 2016 by ECCHO (Certain contributed content subject to third party copyrights) 37