Avert Policies and Procedures 1301
Acceptance of Checks

1.0 PURPOSE

In order to insure the integrity of revenue collections, this policy is established to describe the circumstances under which AVERT organizations should require that a check guarantee card or valid form of identification accompany acceptance of checks.

2.0 DEFINITIONS

2.1 DOCUMENT - Writing conveying accurate information

2.2 VALID FORM OF IDENTIFICATION - The following forms with a current expiration date: drivers license, Utah identification card or check guarantee card

2.3 VERIFY - to verbally confirm accuracy of given information

3.0 POLICY
Except as otherwise provided herein, or where prohibited by law, it is the policy of AVERT, when receipting payments for donations and other revenues (hereinafter referred to as "receipts"), to require that "over-the-counter" receipts, i.e., those not received through the mail, be in the form of a personal check accompanied by a valid form of identification.

3.1 If payer is unable to present a valid form of identification, AVERT organizations shall require payment is cash or cash equivalent (cashier's check, money order, etc.).

3.2 AVERT organizations shall not refuse acceptance of receipts by personal check if accompanied by a valid form of identification except where legal tender is restricted to cash or other specified means.

3.3 No AVERT employee or volunteer checks of any type should be "cashed" by AVERT organizations other than the Treasurer's Office. Prior to cashing, a personal check must be approved by the Treasurer. This service is provided to employees or volunteers as a convenience.

3.4 No "two-party" checks will be accepted.

3.5 Checks shall not be accepted in amounts greater than the amount of donation or fee payment (i.e., No five dollars over type of receipts).

3.6 For receipts which do not fall under this policy, (i.e., those from businesses and those presented through the mail), AVERT organizations shall employ whatever means deemed appropriate under the circumstances to prevent the acceptance of bad checks.

4.0 EXCEPTIONS TO THE POLICY

4.1 The following receipts, otherwise subject to this policy, are given specific exemption:

4.1.1 Collections made within an organization and among it's members to pay for non- CERT related group activities (such as social gatherings);

4.1.2 Collections made within an organization and among it's members to benefit an outside charitable organization or fund on behalf of the individuals in the group;

4.1.3 Other exceptions shall be considered on a case-by-case basis and approved through established AVERT policy-setting procedures.

5.0 ADMINISTRATIVE CONTROLS AND PROCEDURES

5.1 For all circumstances where a valid form of identification are accepted, the accepting organization shall verify the following information on the from of the check: the expiration date, and the issuing financial institution, correct mailing address and telephone number. If the address or telephone is not current the accepting organization will document on the check the current information.

5.2 When a valid form of identification is provided, the following information should be documented on the from of the check: expiration date of identification card and either account number, guarantee number or driver's identification number.

5.3 If the identification has expired or is not issued in the name of the payer, it shall be considered "not valid". The accepting organization shall take appropriate steps to ensure that the identification is issued in the name of the payer, such as referring to another form of identification with a "picture" ID.

5.4 When a check has been accepted but fails to clear the bank, collection procedures approved by the AVERT Board of Directors should be followed.