PRINT & MAIL FULFILLMENT SERVICES FOR STUDENT REFUND CHECKS

“D” F.O.B. DESTINATION, FREIGHT PREPAID AND ALLOWED

SPECIFICATIONS

University shall archive all check information transmitted to Contractor and retain the capability to issue a limited number of checks on an as-needed basis. 

1.      Contractor must have CASS (Coding Accuracy Support System) software.                              

2.      Contractor must be able to receive encrypted data using a HTTPS web site secured with at least 128 bit encryption, or using secure File Transfer Protocol (sFTP) or other agreed upon secure electronic method of transmission. 

3.       Contractor must have forms design/redesign capability, and digitizing of logos and signatures.

4.       Check stock and envelope options are to be provided by the Contractor to ensure compatibility with Contractors mail and check processing equipment.               

          a. Check stock must meet banking industry standards and have the following minimum-security features:
              (1) Dual image numbering: red halo around black serial number on check, special red ink bleeds through to back of document.
              (2) Color prismatic printing: multi-color pantograph background, difficult to reproduce on a color copier or desktop scanner.
              (3)  Quality signature that cannot be lifted off the check with a piece of tape.  
              (4)  A font large enough to make alterations difficult.

               Additional security features may be negotiated at a later date, e.g. CopyBan+, artificial watermarks, microprinting, etc. 

           b.  Envelope must be a security tint and compatible to the size of check stock provided. 

5.      Contractor must keep all information transmitted by the University secure and confidential.  All transmitted information must be stored in a manner physically and electronically secure from access by unauthorized persons.

6.      University uploads or transmits check data including payees, addresses, amounts and check stub information
through a HTTPS web site secured with at least 128 bit encryption or using secure File Transfer Protocol (sFTP),
or other agreed upon electronic method of transmission.                                                                      
7.      Contractor will print information transmitted on check stock, apply the appropriate signature(s) using laser technology, fold and insert the check stock into standardized envelopes.
8.      Contractor should have the capability of inserting up to two additional pieces of literature with checks, if requested. The University will be responsible for printing and delivering any and all inserts to be included with mailings.  The University will consult the Contractor to make sure insert size and other characteristics are compatible with Contractor’s equipment.

9.      Contractor may reject any check information transmitted by the University because the information does not meet Contractor’s criteria for processing.  However, Contractor must notify the University within the same business day by telephone, or other expedient means, during the University’s normal business hours.  Contractor must make a best faith effort to resolve and print within the same day, if at all possible. 

10.     Contractor must reprint any checks that are damaged prior to delivering to the Post Office.

11.     If for any reason Contractor is unable to issue any check the University will be responsible for issuing the check, or for retransmitting the check information to the Contractor within the next regularly scheduled transmission.

12.      Contractor will sort envelopes in ZIP code order and prepare all envelopes for postage discount as Presorted First Class Mail at the lowest rate possible utilizing ZIP+4 coding, address correction, bar coding and presort.  Contractor must comply with all United States Postal Service regulations and operating procedures.                                                                                    

13.     On any business day for both Contractor and the Post Office, Contractor will print, insert, and deliver to the Post Office all checks within 24 hours of receipt of the University data.

14.     On any day which is not a business day for both Contractor and the Post Office, Contractor will use all efforts to print, insert, and deliver all checks to the Post Office in time to be postmarked with the date of the next business day for both Contractor and the Post Office.

15.     Contractor shall provide University with a check ledger including check date, check number, dollar amount, and payee name and address for each day’s check production.  This ledger must be available to the University at the time checks are delivered to the Post Office using an agreed upon method of delivery, e.g. via a secure HTTPS web site, sFTP, electronic means or fax.

16.     Contractor shall provide University with a daily report, confirming the total dollar  amount and the number of checks transmitted, printed and delivered to the Post Office.  Report shall be submitted via secure HTTPS site, facsimile or other agreed upon method within 24 hours with a negotiated specific time to be agreed upon at a later date.

17.     For every batch processed, electronically transmit to bank check data (check numbers, check dates and dollar amount) needed for bank’s automated file confirmation service and positive pay services. 
18.     Contractor must maintain the ability to print, insert and mail all the University’s checks in the event that conditions do not allow printing and inserting on Contractors primary equipment and/or at Contractors primary location.  Contractor shall either restore production at its primary location within seven calendar days or shall provide an alternate, off-site location to restore production within two business days. 

19.     Contractor must keep sufficient check stock to insure continued processing in the event that printing would have to be redone or in the event of damage to checks or check stock.

20.     Contractor shall monitor the number of transactions processed through each step including receipt of data, printing, inserting, and metering.  If the number of transactions processed through each such step differs from the number transmitted, Contractor shall to notify the University as soon as possible during the University’s normal business hours. 

21.     Contractor shall allow University-authorized representatives, upon 24 hours advance notice, to perform inspection of Contractors’ check processing operation.  The University will provide Contractor with identification of authorized representatives. 

Revision History