Clover® Check Acceptance
Welcome! You have joined over 369,000 merchants and financial institutions that rely on TeleCheck® to make their business transactions safer and more profitable. Only TeleCheck gives you proprietary access to our comprehensive data and best-in-class fraud prevention tools, backed by our industry-leading expertise.
The materials and information inside this guide are designed to help you get started and understand your Clover Check Acceptance (TeleCheck) service(s). We ask that you review the guide carefully to help ensure you are receiving the full benefits of your TeleCheck service. The information contained within this Merchant Guide can help you avoid or reduce returned checks and lower your overall processing expenses.
If you or your customers should have questions about TeleCheck or TRS Recovery Services, visit telecheck.com. Our website provides information about the benefits of your Check Acceptance service and information on how your customers can help prevent check fraud.
Again, welcome and thank you for your business. We’re here to help make every transaction easy, fast and secure for you – and for your customers.
TeleCheck Merchant Services
Each section of this Merchant Guide is an important component to training and processing. Please make sure you examine and read through all the materials found in this Merchant Guide before you begin processing transactions.
If you have any questions about the information provided here, please call Merchant Services at 1-800-366-1054.
State law requires the State Return Check Fee Notice be placed in a prominent and conspicuous area for your check writer at the point-of-sale (POS) and/or drop box location. If you are processing Check Acceptance In-Person on a Clover device, this requirement is satisfied during the first step of the transaction process, where the check writer is required to sign the screen.
If you are using our In-Person service, you must also provide written notice to the check writer for their records. This is accomplished by providing the Check Acceptance receipt to the check writer that contains the notice language.
See In-Person Receipt Requirements process on page 7 of this Guide.
See By Mail/Drop Box Consumer Notice process on page 9 of this Guide.
TeleCheck’s comprehensive database is widely known throughout the U.S.
Place this sticker in your front window so customers know you welcome checks
Test checks are used to test your Check Acceptance service during training.
Keep them in a safe place in the event you should need to test or upgrade your service in the future.
Provide a decline receipt to each check writer whose check has been declined based on information received from TeleCheck. The information on this receipt will tell your customer how to contact TeleCheck to discuss the decline.
For your own protection and the privacy protection of your customer, you should not discuss the decline with the customer or speculate as to the reason for decline.
The Fair Credit Reporting (FCRA) pamphlet explains certain parts of the FCRA that pertain to your Check Acceptance (TeleCheck) service and your Service Agreement.
Familiarize yourself with this information and keep this link in a handy location for easy reference.
Use this form to submit returned paper checks to TeleCheck for warranty reimbursement (does not apply for verification/settlement service).
Submitted items must meet all the criteria set forth in your TeleCheck Service Agreement, either alone or as modified by applicable addenda.
See Warranty Submission and Reimbursement process within this guide.
(Write your MID number in the space above)
You will need this number any time you communicate with TeleCheck.
Remember, do not discuss a decline with the customer or speculate as to the reason for decline. Instead, please have your customer call TeleCheck.
Call Clover Support and one of our knowledgeable installers will provide training over the phone.
Make sure to have your TeleCheck Merchant ID Number (MID) available to enable setup and proceed quickly.
In-Person and By Mail/Drop Box transactions are processed electronically through the Automated Clearing House Network. Rules concerning the use of this network have been established by the National Automated Clearing House Association (Nacha). If you have subscribed to our Check Acceptance In Person or By Mail/Drop Box product, your contract with TeleCheck requires that you comply with Nacha rules, to the extent applicable to your operations. You will want to familiarize yourself with these rules to understand how they affect your check transaction processing.
QRGs are designed to help you navigate through the installation and use of the Clover Check Acceptance app and to make sure you obtain the required information necessary to qualify possible returned items for warranty.
This guide will help you to understand TeleCheck response codes, acceptable IDs, product specific instructions and contact information for merchant and consumer support.
In accordance with all Nacha rules governing electronic funds transfers (EFTs) and drafts, you:
Nacha requires that if you have signed a contract with TeleCheck to process checks using the Check Acceptance service, you must retain all Check Acceptance receipts for a minimum of two years from the date of the transaction in an easy-to-retrieve manner. If you have a Clover device, TeleCheck will store all Check Acceptance receipts for you.
If you are processing transactions on a non-Clover device, TeleCheck may send a request to you in writing for the following:
Note: Failure to comply with the Check Acceptance (TeleCheck) Receipt Request may result in the item being charged back to you. If you have questions regarding a chargeback or need the fax number to send TeleCheck a copy of the Check Acceptance (TeleCheck) receipt, please call Merchant Services at 1-800-366-1054.
For Check Acceptance By Mail/Drop Box, the merchant will need to retain the original check in a secure location for at least 60 days or longer, before destroying. Nacha Rules state that for an ARC transaction, the Originator (merchant) must maintain the original or a copy of the face of the check for two years from Settlement Date and provide it within 10 banking days if requested.
If you are subscribing to the Check Acceptance By Mail/Drop Box service, you are required to notify your customers that their mailed-in and/or dropped off check payment(s) will be electronically converted. If you do not properly notify your customer of the electronic conversion, the conversion is unauthorized and could result in a chargeback. There are two ways notification can be accomplished:
For Customers Who Drop Off Check Payments in Dropbox:
For New or Existing Customers Who Mail-In Check Payments Responding to a Statement/Invoice:
For Specialty Items, the merchant will need to retain the original item in a secure location for at least 60 days and then destroy. If the bank was to return the image for any reason, TeleCheck will request that the original item be deposited at the bank.
Checks you submit for warranty reimbursement must meet all the criteria set forth in your TeleCheck Service Agreement, either alone or as modified by applicable addenda.
Most of these items from the check lists below will have already been obtained by cashiers at the point of sale. Please review each check prior to warranty submission to make sure each check reflects all required data points.
Does not apply for Verification/Settlement accounts.
TeleCheck will reimburse Subscriber one item, up to the Warranty Maximum, per Warranty Service Business Transaction which meets all of the following applicable requirements and Subscribers represents and warrants with respect to all Warranty Service Business Transactions submitted to TeleCheck for processing under the Agreement the following applicable representations:
When you have a check to submit for Warranty Reimbursement, please make sure of the following:
Mailed to (by either you or your bank):
Returned electronic items are automatically received by TeleCheck. You will not have to manually submit these items for warranty review. A receipt will automatically generate and populate most of what is needed to review the payment item for warranty eligibility. Keep in mind, however, that while electronic processing removes a lot of manual steps to warranty submission, to be eligible for warranty, an electronic transaction:
Chargebacks are electronic items that TeleCheck originally paid but later charged the item back to you. Typical reasons behind chargebacks are:
For questions regarding chargebacks, please call Merchant Services at 1-800-366-1054.
Your Check Acceptance funding statement provides a quick way to reconcile your electronic transactions to your bank statement.
Funding statements can be delivered by e-mail or Client Line. The Funding Statement reports:
Any other questions about funding can be directed to Merchant Services at 1-800-366-1054.
If you have any questions about your Invoice, please call Merchant Services at 1-800-366-1054
Please notify TeleCheck Merchant Services at 1-800-366-1054 to report changes to your account. Depending on the type of charge, you may be asked to submit the change request in writing. At that time, you will be provided with a fax number or mailing address to complete your request.
Changes that must be reported:
Your first line of defense against check fraud is a careful examination of the check and the check writer’s identification.
A merchant’s failure to reasonably review transactions for potential fraud could result in a denial of warranty. For these reasons, TeleCheck asks that you incorporate the following steps into your check acceptance process:
Please remember that these checklists do not constitute a complete and comprehensive listing of the fraud techniques you may encounter, and failure to use reasonable precautions to identify and refuse to accept a check that appears fraudulent could impact the warrantability of that check.
In-Person: Converts paper checks into electronic items at the point of sale and automatically depositsthe funds directly into the client’s bank account. *available on Clover
Specialty Items: A point-of-sale or back-office solution that authorizes and electronically settles Money Orders, Insurance Checks, Cashier’s Checks or Travelers checks via image (Check 21) that are droppedoff, mailed in or presented face to face. This is a Settlement-only process. Warranty is not available. Must be used with In-Person or By Mail/Drop Box Services. *available on Clover
By Mail/Drop Box: This is a back office solution for mailed-in or drop-box payments that authorizes and electronically settles Personal, Business and Corporate checks. *available on Clover
Online: Enables eCommerce clients to offer consumers a broad-reaching, on-line, low-cost payment alternative to credit/debit. This real-time approval and payment solution can improve operational efficiencies and may increase revenue by offering stronger fraud protection, quick funding and low-cost integration.
Mobile App: This app enables mobile clients to process checks electronically virtually anywhere using their smartphone or tablet.
Recurring Payments: Enables you to safely process check payments online on behalf of the customer. Ideal for delivery environments or other situations where consumer presents paper check that merchant wishes to process online or for applications such as recurring bill payments.
Subscribing to the collection services offered by TRS gives you access to the experience and expertise of collection professionals who will design and implement a collection solution that is custom tailored to meet your company’s needs. This benefit is offered in addition to standard TeleCheck services. Before submitting any NCI request for collection, please consult your service agreement to verify whether you have subscribed to this service. If not, and you would like to subscribe to the service, contact Merchant Services at 1-800-366-1054 to have this benefit added to your services for an additional charge.
A Non-Compliant Item (NCI) is an item submitted for warranty research that does not meet TeleCheck warranty requirements as set forth in your service agreement. In order to ensure that your items are not returned as NCIs, you will want to know, understand and comply with all warranty requirements. These requirements are set forth in complete detail in your TeleCheck Service Agreement and appear above under the Warranty Submission and Reimbursement section of this booklet.
Sometimes a warranty submission will return as an NCI because it is missing a piece of information such as a phone number, approval code or TeleCheck Merchant ID number. After you receive the check back, you can insert the needed information and resubmit the item back to TeleCheck for reimbursement, if still within the applicable time frame. If this isn’t possible, you may opt to have these non-compliant items professionally collected through TeleCheck affiliate, TRS Recovery Services, Inc. (TRS).
Checks that received an approval code from TeleCheck and have been returned by your customer’s financial institution, but have otherwise failed to meet a warranty requirement, should be sent to the following address (please provide this forwarding information to your bank if it sends returned checks on your behalf):
NCI Placements: TeleCheck Services, Inc. TRS Front
Merchant ID #_____________
P. O. Box 173669
Denver, CO 80217
There are three options for receiving funding credit for collected items:
If you wish to change this TRS funding option, please call Merchant Services at 1-800-366-1054.
Occasionally, check writers that owe a check debt will come to your store seeking to make payment on the returned item. If this occurs, first encourage them to pay TRS directly. However, if the check writer prefers to pay you directly, you may accept payment and promptly report the paid debt to TRS. Prompt reporting is necessary to comply with both federal and state law.
Collection of any check-related fees should also be reported to TRS.
To report payments made at stores, have your MID# ready and contact: 1-800-366-1054.
Note: Paid-at-Store items that have been previously paid as warrantied items will be charged back to you (see Chargeback process herein.
Fiserv powers the global economy by making it easy, fast and secure for people and businesses around the world to buy goods and services using virtually any form of payment. For over 50 years, TeleCheck, a Fiserv Company, has been a leading provider of paper and electronic check services. Today, we are helping more than 369,000 businesses and financial institutions increase profitability, reduce risk and streamline operations.
Thank you for using TeleCheck’s expertise and insight to accelerate your business.