The Mail & Processing Cheques in the Mail Enquiry

The mail (pickup and drop off)

Pickup and drop off time is 2.30pm each day.

Cheques returned from Bank

This process will apply if a cheque is returned from the bank if

the cheque was post-dated,
incorrect amount,
payee's details being incorrect or
any other issue

CSO:

Contact Bev at the first point and then Gavin to provide direction

Processing cheque payments received in the mail

D1, D2 and D3 are responsible for processing the cheque payments received in the mail

Unsure where to receipt a cheque

Many times cheque payments are received with or without any relevant indication of what the payment is related to.

CSO:

First, seek assistance from the Centre Supervisor or the CSSupport Admin
If you are advised to send the cheque to another department, then follow the cheque query process below

Sending a cheque payment query to another Council department

CSO:

1. When you open the cheque register remember to click on edit new version cheque register

2. Complete all the relevant fields in the register

3. Photocopy cheque and related paperwork received

4. Complete the yellow returned cheque notification slip and photocopy the slip

5. Place the original cheque in the black folder with the copy of the yellow ship (the black folder is in the safe)

6. Send the photocopied documents to the relevant department via internal mail envelope. Clearly label the envelope with the department name( do not send it to Records).

When the cheque returns:

1. You may need to receive the cheque or send it back to the customer with the reason why you are returning it.
2. Update the cheque register with related details. Remember to edit the version when you open the register in Objective