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2016-2017
Copyright© 2016 by ECCHO (Certain contributed content subject to third party copyrights) 1
Standards and Formats
National Check Payments Certification
Standards and Formats
Copyright© 2016 by the Electronic Check Clearing House Organization
NCP 2017 Exam CycleCore Training Series
Session 4
NOTICES
This training course may provide an introduction to or summary of various aspects of checkpayments and the legal and rules framework for check image exchange. Responsibility forcompliance with image exchange rules, and/or the legal, operational and regulatoryrequirements applicable to check image exchange, remains at all times with the financialinstitution participating in check image exchange and/or the individual or company using acheck image exchange service.
This presentation and the information contained herein is not intended as legal or complianceadvice or recommendation to any person or company. This document could include technicalinaccuracies or typographical errors and individual users are responsible for verifying anyinformation found in this presentation and related “live” webinar or webinar playback.
Financial institutions should consult with their legal counsel regarding legal and operationalrequirements applicable to any check image exchange program they may offer or in which theyparticipate.
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
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Standards and Formats
NCP Exam Registration Reminder
• Free ECCHO / NCP study aids upon registration!– JumpStart Reading ProgramLinks to all program resources
– NCP RoadmapDirection on establishing a personalized study plan
– P.R.E.P. GuideTraining 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: www.eccho.org/memberships
o Enter financial institution name in search box on left
National Check Payments Certification 3
Topics – This Session
• X9.100‐140• X9.100‐160 – Parts 1 and 2• X9.100.181• X9.100‐187• X9.100‐188 (new)• TR 47 (new)
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Standards and Formats
X9 Standards
Payments Standards
• What are standards?–Set of specific documents, defined as either Standards or Technical Reports (TRs), to give the industry guidanceGoal: 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
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Standards and Formats
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
www.X9.org and www.ansi.org
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Check Payments Standards
• X9.100‐140: Specifications for an Image Replacement Document – IRD
• X9.100‐160: Magnetic Ink Printing (MICR)–Part 1: Placement and Location: Includes size limits for checksPersonal‐size (6” x 2.75”)Business‐size checks (8.75” x 3.667”).
–Part 2: EPC Field Use• X9.100‐181: TIFF – Tagged Image File Format• X9.100‐187: Electronic Exchange of Check and Image Data
• X9.100‐188: Return Reasons for Check Image Exchange and IRDs
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Standards and Formats
Image Replacement Document – IRD (X9.100‐140)
IRD Standard
• X9.100‐140 – 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
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Standards and Formats
Substitute Check or IRD?
• What’s the difference between an IRD and a Substitute Check?
• Nothing!–Image Replacement Document (IRD) Defined in technical standard X9.100‐140
–Substitute CheckDefined in Reg CC
oReg CC definition references the X9.100‐140 standard
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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
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Standards and Formats
IRD MICR Line and Magnetic Ink
• Magnetic ink required? –Reg CC requirementAll checks (including substitute check) must have routing number of the Paying Bank preprinted or post‐encoded 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 itemMICR characters may then be printed in non‐magnetic inkSubstitute check used for this purpose must still conform to all other requirements of X9.100‐140 standard
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Forward Substitute Check ‐ Front
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.
1800539446
[053000183] 01/03/2002
Substitute Check
Original Truncating Institution Routing Number, Date & Sequence
Legal Legend
Creating Institution Routing Number, Creation Date & Sequence Number
Original Scanned Front Image
Optional Area
No branding or marketing
Substitute Check Identifier
MICR Line from Original Check
Clipped Area
*011500120*01/03/20028587408979
This is a LEGAL COPY of your check. You can use it the same way you would use the original check.
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Standards and Formats
Substitute Check
15
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.
Return Substitute Check ‐ Front Return Reason Overlay
Return Substitute Check
*011500120*01/03/20028587408979
This is a LEGAL COPY of your check. You can use it the same way you would use the original check.
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Standards and Formats
Magnetic Ink Printing (MICR)(X9.100‐160)
X9.100‐160 – 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
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Standards and Formats
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
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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
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Standards and Formats
TIFF Image Format for Image Exchange (X9.100‐181)
X9.100‐181 – TIFF Standard
• Standard defines specific fields and parameters for check image exchange and allowable values for those parameters– Image data must comply with X9.100‐181 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 lengthCompression (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
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Standards and Formats
Return Reasons for Check Image Exchange and IRDs(X9.100‐188)
X9.100‐188 – 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:X9.100‐140 – Image Replacement Document (IRD) X9.100‐187 – 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
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Standards and Formats
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
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Standards and Formats
Image Standard and UCD
• Establish industry consistency in use of the X9.100‐187 standard–Standard defines which records must be usedfor 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
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UCD and TR 47
• UCD will be released as a new technical report through X9:–“TR 47 Universal Companion Document Industry Adoption of X9.100‐187”
• ASC X9 recently voted to approve TR 47–Anticipated release date – November 2016
• Will be a free document available at:– www.X9.org; and –Linked via CheckImage Central website
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Standards and Formats
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
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Standards and Formats
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 ChaseNational 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:– X9.100‐187 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)
CASH LETTER #3 WITH TOTAL
Bundle 1
Bundle 2
CASH LETTER #2 WITH TOTAL
Bundle 1
CASH LETTER #1 WITH TOTAL
Bundle 1
Bundle 2
Bundle 3
File‐1
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Standards and Formats
Image Cash Letter Standard
Overview
• Standard for image files exchanged today–Started with Draft Standard for Trial Use: DSTU X9.37 (2003)
–X9.100‐187 emerged as “New” standardEssentially 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 X9.100‐187 standard
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Standards and Formats
X9.100‐187
• 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
35National Check Payments Certification
X9.100‐187
Cash Letter Hierarchy Diagram
File Header
(01)
File Control
(99)
Cash Letter Header
(10)
Cash Letter Control
(90)
ForwardPresentment
Bundle
Return Bundle
Cash Letter
Forward presentment bundles and/or return bundles
Mandatory Record
Multiple Logical Entities
M
LEGEND
Selected Record Views
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Standards and Formats
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 countItem countTotal amount
–File Header Record (Type 01) associated with File Control Record (Type 99)
• Examples of Type 01 / Type 99 records on next slides
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File Header Record (Type 01)
• Data as stored in Image Cash Letter (ICL) file:
• View using image viewer
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Standards and Formats
File Control Record (Type 99)
• File Control Record (via image viewer)• Note: One cash letter only in this file
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Cash Letter Records
• Cash Letter Header Record (Type 10)– First record of cash letter containing:Destination and ECE Institution Routing NumbersVarious dates and time
– Codes to indicateForward (01) or Return (03) cash letterInclusion (or “to follow”) image recordsType 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 slides40National Check Payments Certification
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Standards and Formats
Cash Letter Header Record (Type 10)
• Cash Letter Header Record (via image viewer)
–Note: Two bundles are included in this cash letter
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Cash Letter Control Record (Type 90)
• Cash Letter Control Record (via image viewer)–Note: Two bundles are included in this cash letter
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Standards and Formats
X9.100‐187
Bundle Header
(20)
Bundle Control
(70)
Check Detail
“25” Record
Image ViewDetail(50)
Item(s)
Image View
Image ViewData(52)
Record Types 50 and 52 occur together for each Image ViewPair of 50/52 records for front view Pair of 50/52 records back view
Check DetailAdd. A
“26” Record
Check DetailAdd. C
“28” Record
One ”26” record to identify return
location
Forward Presentment
Bundle
One “28” record to identify each
subsequent endorser
Forward Presentment Bundle Diagram
Mandatory Record
Conditional Record
Multiple Logical Entities
Multiple Conditional Records
C
M
C
LEGEND Logical Entity
Addenda Records
“25” record contains check
MICR DATA
Selected Record Views
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Bundle Records
• Bundle Header Record (Type 20)– First record of bundle containing:Destination and ECE Institution Routing NumbersVarious datesBundle IDBundle Sequence NumberCycle Number
– Code to indicate forward or return bundleNot 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 withBundle Control Record (Type 70)
• Examples of Type 20 / Type 70 records on next slidesNational Check Payments Certification 44
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Standards and Formats
Bundle Header Record (Type 20)
• Bundle Header Record (via image viewer)–Note: Ten items are included in this bundle
National Check Payments Certification 45Source: www.AllMyPapers.com
Bundle Control Record (Type 70)
• Bundle Control Record (via image viewer)– Note: In this example, 300 items are included in bundle
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Standards and Formats
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 aux‐on us field in this record
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Check Detail Record (Type 25)
• Sample check MICR line:
• Type 25 record using image viewer:
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Standards and Formats
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 checkTruncation 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
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Standards and Formats
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 institutionRequired for IRD creation
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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
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Standards and Formats
Image Cash Letter Standard – Returns
X9.100‐187
Bundle Header
(20)
Bundle Control
(70)
ReturnDetail
“31” Record
Return Item(s)
Image View
One ”32” record to identify return
location
Return DetailAdd. A
“32” Record
Return DetailAdd. D
“35” Record
Return Bundle
One “35” record to identify each
subsequent endorser
Return Bundle Diagram
Return DetailAdd. B
“33” Record
Mandatory Record
Conditional Record
Multiple Logical Entities
Multiple Conditional Records
C
M
C
LEGEND Logical Entity
Image ViewDetail(50)
Image ViewData(52)
“31” and “33” Return Detail records contain MICR data
Record Types 50 and 52 occur together for each Image ViewPair of 50/52 records for front view Pair of 50/52 records back view
Selected Record Views
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Standards and Formats
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 31With 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”
55National Check Payments Certification
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 ReasonArchive availableNumber of Times Returned
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Standards and Formats
Return Record (Type 31)
• Example: Type 25 data copied to Type 31 record–Note Return Reason Code – “A”
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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 lineUsed on business‐sized checks for:
oConsecutive serial numbersoAccount control informationoProduct codes/ other information
–Carried in Check Detail Record (Type 25) on the Forward presentment file
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Standards and Formats
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 codeSame Return Reason as Return Record (Type 31)
–For re‐presented itemsRecord mirrors Check Detail Addendum C Record (Type 28) which identifies and provides information for each endorsing institution in the forward collection process
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Return Addendum A Record (Type 32)
• Example: Data copied from Type 26 to Type 32 record
Record 26 Record 32
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Standards and Formats
Return Addendum C Record (35)
• Type 28 to Type 35 record (via image viewer)–Note: Two Type 35 records for this itemReturn Reason Code (“A”) in last Type 35 record
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Image Views
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Standards and Formats
X9.100‐187
Bundle Header
(20)
Bundle Control
(70)
Check Detail
“25” Record
Image ViewDetail(50)
Item(s)
Image View
Image ViewData(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
Check DetailAdd. A
“26” Record
Check DetailAdd. C
“28” Record
One ”26” record to identify return
location
Forward Presentment
Bundle
One “28” record to identify each
subsequent endorser
Forward Presentment Bundle Diagram
Mandatory Record
Conditional Record
Multiple Logical Entities
Multiple Conditional Records
C
M
C
LEGEND Logical Entity
Addenda Records
“25” record contains check
MICR DATA
Selected Record Views
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 viewPartial views permitted by agreement
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Standards and Formats
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 Compressiono View side (front or rear)o View descriptor (full or partial view)o Digital signature and security information, if included
–Type 52 Record – Image DataIncludes the image and:
o Reference Key informationo Security information o Clipping informationo Digital signature, if included
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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)
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Standards and Formats
Record Formats – Processing Flows
Build an Image Cash Letter (ICL)
Build the ICL – Overview
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Standards and Formats
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)
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Which Electronic Records?
Forward Presentment and Initial ReturnProcesses 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)
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Standards and Formats
Which Electronic Records?
Second Return and Re‐PresentmentProcesses 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
2016-2017
Copyright© 2016 by ECCHO (Certain contributed content subject to third party copyrights) 37
Standards and Formats
Recommended Resources
• Standards available at: www.X9.org• Supplemental Handout: X9 File‐Records Example• Universal Companion Document (UCD)
– Currently available at CheckImage Collaborative website: www.checkimagecentral.org
– CheckImage Central websiteReviews 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
Thank You!
Standards and Formats
NOTICEThis 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
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