RETENTION OF CHECKS AND FILES FOR ELECTRONIC DEPOSITS - 8035.1

Agencies/departments should deposit checks remotely via electronic Image Cash Letter or Remote Site Deposit to the depository banks.

To protect the state, its paying customers, and the banks, agencies/departments must do the following:

1. Retain the original checks for a minimum of 15 working days from the day they were deposited by Image Cash Letter or Remote Site Deposit. It is the agency’s/department’s responsibility to oversee that the destruction of checks is done in a secure and confidential manner.
2. Retain check images and files for at least four years after the end of the fiscal year in which the checks were deposited through Image Cash Letters or Remote Site Deposit.

This will allow agencies/departments the ability to ensure the accuracy of deposits and bank credit and, if necessary, that deposits can be recreated, researched, reconciled and corrected. Check images are also required as part of the agency’s/department’s customer receipt record.