How does Remote Deposit Capture work?

Using a check scanner, you simply scan an image of both sides of the check. This image then becomes the legal equivalent of the original check, and the image is submitted to SouthState Bank through a secure electronic server. SouthState Bank treats this image as the legal equivalent and begins processing the check immediately.

What is a substitute check?

Also known as an IRD (Image Replacement Document), it is a paper reproduction of the original paper check, and is legally binding as a legal proof of payment.

What does a substitute check contain?

• An image of the front and back of the check
• MICR line of the original check, which includes account and routing numbers
• Conforms in paper stock, dimension, and other industry standards for images and substitute checks
• Is ready for automated processing in the same manner as the original check

Do I have to change or upgrade my computer system?

Each scanner will have minimum system requirements, and will vary with each scanner. Each scanner will come with a driver that will need to be loaded along with a USB connection.

Who will use the system? What type of training will be provided for them?

Individuals already in charge of manually preparing and delivering deposits are typically the main users of this automated process. A video tutorial is available for your staff.

How late can I make a deposit and still receive same day credit?

To be eligible for processing on the day transmitted, files must be received by us no later than 8:00 p.m. Eastern Time.

What should I do with the check after I make the deposit?

You shall securely store all original checks for a period of no less than thirty (30) days after you have received notice from us that the File containing the Images of such Checks has been accepted (such period the “Retention Period”). During the Retention Period, you shall take appropriate security measures to ensure that: (a) only authorized personnel shall have access to original Checks, (b) the information contained on such Checks shall not be disclosed, (c) such Checks will not be duplicated or scanned more than one time and (d) such Checks will not be deposited or negotiated in any form. You shall also implement proper security procedures and internal controls to ensure the confidentiality of any information that is considered to be non-public personal information that is retained by you. You shall destroy original Checks upon the expiration of the Retention Period applicable to such Checks. You will use commercially reasonable methods of destruction approved by us to destroy original Checks after expiration of the Retention Period. You will promptly (but in all events within 5 business days) provide any retained Check (or, if the Check is no longer in existence, a sufficient copy of the front and back of the Check) to us as requested to aid  in the clearing and collection process or to resolve claims by third parties with respect to any Check.

How will I receive notification of an NSF?

If Images of Checks deposited by you are dishonored or otherwise returned unpaid by the drawee bank, or are returned by a clearing agent for any reason, we may charge back an Image of the Check to your Account. The Image may be in the form of an electronic or paper reproduction of the original Check or a substitute check.

Can I set-up multiple accounts for deposit?

Yes. Deposits can be made to any number of accounts without additional charges.

How does Remote Deposit Capture differ from POP or POS systems?

Many retailers use a POP (Point of Purchase) or POS (Point of Sale) system that produces an ACH (Automated Clearing House) debit from their clients' account. This information is usually captured at the point-of-purchase and the checks are truncated. This means that an image of the check is not captured and therefore cannot be returned in the customer's financial institution statement. Some users of POP or POS systems are moving to Remote Deposit Capture to reduce equipment, maintenance, and training costs.

What types of checks can be processed through Remote Deposit Capture?

U.S. dollar checks drawn on U.S. financial institutions with valid routing and transit numbers are accepted, including personal checks, business checks and postal money orders.

What security controls are provided for Remote Deposit Capture?

As an integral part of your online account access, the same security that protects other transactions also ensures that your Remote Deposit Capture information remains confidential:

• We use SSL technology to transmit and receive information across the Internet. This technology encrypts (scrambles) information so it is virtually impossible for anyone to read it.
• If you forget to logout or are inactive for more than fifteen minutes your session will automatically be closed.
• We maintain numerous additional physical, electronic, and procedural safeguards to help prevent unauthorized access to your information.
• We continually update and test our technology to improve these protections and to ensure the integrity of your information.

In addition, users access rights, depository restrictions, and review criteria levels are created within the administrative controls.

Need Assistance?

If you have additional questions, contact SouthState Bank for assistance.