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Home My WebLink AboutMaster Treasury ManagementSouthold Town Board - Letter Board Meeting of November 15, 2011 RESOLUTION 2011-779 ADOPTED Item # 2.6 DOC ID: 7248 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2011-779 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON NOVEMBER 15, 2011: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs Supervisor Scott Russell to execute a Treasury Management Addendum for Account Reconciliation and Positive Pay services, in connection with the Master Treasury Management Agreement between the Town of Southold and Capital One Bank, all in accordance with the approval of the Town Attorney. Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Vincent Orlando, Councilman SECONDER: Albert Krupski Jr., Councilman AYES: Ruland, Orlando, Talbot, Krupski Jr., Russell Generated November 17, 2011 Page 9 · ' Southold Town Board - Letter Board Meeting of November 15,2011 RESOLUTION 2011-779 ADOPTED Item # 2.6 DOC ID: 7248 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2011-779 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON NOVEMBER 15, 2011: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs Supervisor Scott Russell to execute a Treasury Management Addendum for Account Reconciliation and Positive Pay services, in connection with the Master Treasury Management Agreement between the Town of Southold and Capital One Bank, all in accordance with the approval of the Town Attorney. Elizabeth A. Neville Southoid Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Vincent Orlando, Councilman SECONDER: Albert Krupski Jr., Councilman AYES: Ruland, Orlando, Talbot, Krupski Jr., Russell Generated November 17, 2011 Page 9 Ca 'Bank ORIGINAL Treasury Management - Addendum ACCOUNT RECONCILIATION / POSITIVE PAY This ADDENDUM describes Capital On.e, National Association's ("Bank") Account Reconciliation and Poskive Pay Services selected by Customer. This ADDENDUM incorporates the Master Services Agreement, which shall be taken and comidered as a part of this ADDENDUM as if k were fully set forth herein. In the event of incomistency between a provision of this Addendum and the Master Services Agreemem, the provisions of this Addendum shall prevail. SECTION 1. DEFINITIONS. Definitions. Unless otherwise defined in this Addendum, terms that are capitalized herein shall have the meanings set forth in the Master Services Agreement. 1. "Addendum" means tNs Positive Pay and Account Reconciliation Service .~ddondum, as k may be amended from time to time. 2. "Account(s)" means the Customer's account(s) which is maintained at Bank and designated by Customer in Schedule A as the account(s) to which the Positive Pay and Account Reconciliation services will apply. 3. "Available Funds" means funds on deposk in the Account(s) and avai!ahle for withdrawal pursuant to Regulation CC and Bank's applicable funds avalhhility schedule and policies. 4. "C, heck Issue File" means a record describing checks by check serial number and exact amount, which are drawn by Customer on the Account(s) and vhfich is provided by Customer to Bank under Section II.D. 5. "Except~ba O~eck" means a check presented to Bank that is drawn on the Account(s) and either does not match exactly a check included in the Gheck Issue File for such Account(s) or appears to be a duplicate of a check included in the Check Issue File. 6. "Positive PayExcept~bn Report" means a record describing Exception Checks which is provided by Bank to Customer under Section II.E. 7. "PayRequest"'meam the instruction of Customer to Bank which directs Bankto pay an Exception Check. 8. "Presented C~ec/~"means a check drawn on the Account(s) and presented to Bank for payment. 9. "Return Request" means the instruction of Customer to Bank which directs Bank to return an Exception Check. 10. "Void or Cat, el Request" means that the Customer has notified the Bank that a check listed on the Check Issue File was ekher listed in error or yeas not issued, and remains in the Customer's possession. 11. "8~£ £aymes~' means a written or verbal request by a Customer to return a check that has been drawn on the Account(s) when or if k is presented to the Bank for payment. SECTION II. THE SERVICE. The Service$. Bank will provide Poskive Pay and/or Account Reconciliation Services for the Customer's Account(s) as designated on Schedule A which is attached hereto and, incorporated herein in ks entirety by this reference. The Bank's Poskive Pay service is designed to detect check fraud. On each day that the Customer issues checks on the Account(s), the Customer provides the Bank with a Check Issue File and the Bank matches the Capital One Bank · 275 Broadhollow Road, Melville, NY 11747 · 1-866-632-8888 Rev: 01/11 Page 1 of 18 Treasury Management - Addendum ACCOUNT RECONCILIATION ! POSITIVE PAY check serial numbers and dollar amounts of the Presemed Ghecks against the Check Issue File. Exception Checks are identified and a Poskive Pay Exception Report is provided to Custoimr for further instruction with respect to payment or return of the Exception Checks The Bank's Full Account Reconciliation service assists Customer in reconciling ks Account(s) to ks internal accounting reports. The Customer will provide the Bank with a Check Issue File, electronically, and Bank will reconcile the Customer's account (s) by electronically matching the Check Issue File against checks that have been paid. The Bank will provide Customer with a listing of all checks paid, outsmding checks, and stop payments placed during a statement cycle. The Bank's Partial Account Reconciliation service provides Customer with a listing of all checks paid during the statement cycle. The Bank's Deposk Reconciliation service provides Customer with a listing and subtotal for all types of deposits sorted bythe Customer's business locatioxz The Bank's Division Sort service provides full or partial reconcilement Customers with a listing of all checks paid sorted by Customer's business location. If Customer subscribes to Positive Pay with Full Account, Partial Account or Deposit Reconciliation, the Bank will reconcile Customer's account bythe seventh (7~h) business dayafter the statemem cycle. Test Data. Customer ~grees to provide Bankten (10) voided sample checks from each account for purposes of verifying accuracy, validity, and quality of the MICR ~edc Ink Character Recognition) fields on checks and paper quality. Service will comn~nce upon acceptance of sample checks and notification byBankthat all implementation steps are complete. Customer will provide Bank with t~st data (checks, deposk tickets, issue file or transmission), if applicable, at least two (2) weeks prior to the beginning of the fkst statement period for which the reconciliation service will be performed. If Customer's check or deposk ticket reject rate exceeds 1% of the total kerns processed within the statement period, Account Reconciliation information may be dela3~d, and the Bank will assess additional charges. S_ig_na!a!!p~C~. Bank is not required to maintain signattue cards for any account and whether or not Bank maintains signature cards, in no event shall Bank be obligated to inspect any check for the presence or authenticity of any signature, or determine whether or not the signature is authorized. ~ If the Customer selects Poskive Pay, prior to placing checks in circulation that are drawn on the Account(s), the Customer shall submit a Check Issue File to Bank in accordance with the Schedule A on each day checks are issued on the Account(s). The Check Issue File shall accurately reflect the check number and the exact amount of each check drawn on each Authorized Account since the last Check Issue File was submitted. The Bank shall use onlythose Check Issue Files prepared and submitted in accordance with Schedule A to prepare Positive Pay Exception Reports. Capital One Bank · 275 Broadhollow Road, Melville, NY 11747 · 1-866-632-8888 Rev: O1/1 1 Page 2 of 18 Treasury Management - Addendum ACCOUNT RECONCILIATION / POSITIVE PAY If the Customer has not selected Positive Pay, then for Full Reconciliation without Positive Pay, Customer must send the Check Issue File to the Bank within five business days of the end of the account statement c3cle. Customer assumes full responsibility for the timely and accurate submission of the Clxeck Issue File and data provided to the Bank Poskive Pa.v Exception Report. On each banking day that it receives a Check Issue File, Bank will compare each Presented Check against the Check Issue File and Bank may pay and charge to the Account(s) each Presented Check that matches by check serial number and amount a check shown in any current or previous Check Issue File. The Bank shall provide to Customer a Poskive Pay Exception Report in accordance with Schedule A. Customer shall use only Positive Pay Exception Reports prepared and submitted in accordance with Schedule A to prepare Pay Requests and Return Requests. Customer acknowledges that Pay or Return decisions must be made on the available tectronic file. The Bank will notify the Customer of the availability of the Positive Pay Exception Report by electronic mail sero to the address(s) specified for that purpose in Schedule A. The failure of the Customer to receive the electronic mail transmission for any reason does not affect the Customer's responsibility to make the appropriate Pay Request or Return Request by the deadline specified in the Schedule A (the "Deadline"). If the customer does not make the necessary Pay Request or Return Request by the Deadline, the Bank will use the Pay Default or the Return Default as specified by Customer in Schedule A. If copies of Exception Checks are required by Customer, the copies must be requested from a Cliem Services Representative at the Bank as indicated on Schedule A. If Customer requests a copy or image of a check from the Bank, the Bank will not be liable for failure to produce a copy or image of such check before Customer is required to deliver instructions regarding an Exception Check. Payment and ltetum of Exception (;becks. Bank will pay or return Exception Checks pursuant to the Customer's imtructions given in accordance with the security procedures contained in Schedule A, or pursuant to the Customer's default selection. Bank shall not be obligated to comply with any Pay Request or Return Request received in a format or medium, after a &adline, or at a place not &signated on Schedule A but shall treat such a Pay Request or Return Request as though it had not been received. The Pay Request shall imtruct Bank to pay the Exception Check. Bank shall pay and charge to the Account(s) any Exception Check that Customer directs Bank to pay as provided in Schedule A. The Return Req~estshall instruct Bank'to return the Exception Check Bank shall return to the depuskory bank any Exception Check that Customer imtructs Bank to return as provided in Schedule A. Customer may choose ONLY one of the following optiom: The Return Deliult Customer may imtruct the Bank to return all Exception Checks by selecting the Return Default option to applyto the Account(s). If the Return Default Option is selected, Bank shall return to the depository bank any Exception Check &awn on the Account(s), unless Customer issues a timely Pay Request to Bank in the manner prescribed on Schedule A. The Pay'De~au& Customer may instruct the Bank to pay all Exception Checks by selecting the Pay Defauk Caoital One Bank · 275 Broadhollow Road, Melville, NY 11747 · 1-866-632-8888 Rev: 01/11 Page3 of 18 Ca Bank Treasury Management - Addendum ACCOUNT RECONCILIATION / POSITIVE PAY option to apply to the Account(s). If the Pay Default option is selected, Bank shall pay and charge to the Account(s), any Exception Check drawn on the Account(s) unless the Customer issues a timely Return Request to Bank in the manner prescribed on Schedule A. Errors. The Bank may rely upon the contents of each Check Issue File and is not responsible for detecting any Customer error contained in any Check Issue File, Pay Request or Return Request sent by Customer to Bank. Customer agrees that the security procedures set forth on Schedule A or otherwise adopted in connection with the use of this service are commercially reasonable and that any wansmission of a Check Issue File, Pay Request or Return Request using Customer's user identification number and password is deemed to be authorized bythe Customer. Over-~. In no event shall Bank be liable for any check paid over-the-counter if at the time the check was reviev~ed by the teller k did not appear as an Exception Check or if the check was not paid because when the check was reviewed by the teller k appeared to be an Exception Check or for any check presented over-the-counter on any day for which the customer requested the Bank to remove the Poskive Pay service. Voided Checks and Stop Payment. The Bank is authorized to pay any check listed in the Check Issue File. The Customer mayplace a VOID or CANCEL Request on a check listed on the Check Issue File only if the check remains in its possession or was destroyed prior to being placed in circulation. If a check listed in the Check Issue File has been lost or stolen'or otherwise cannot be accounted for, the Customer must place a timely STOP PAYMENT order on such check. Unless the Customer places a timely STOP PAYMENT order on a lost, stolen or missing check that is listed in the Check Issue File, the Bank is not liable for any such check that is paid from the Account(s). CD-Rom Check Service If customer chooses CD-ROM Check service as an Optional Service, Customer understands that all check images will be stored in an electronic format on a CD-ROM. Since a single ROM will not hold more than 18,000 check images, additional CD-ROMs will be produced as necessary when the imaged check volume exceeds that limit. Bank agrees to provide access to (~-ROM check image through softvrare provided to Customer. Customer agrees to follow the procedures for using CD-ROM Check Service, which will be provided to k bytbe Bank. Bank will mail CD-ROMs within five (5) business days for monthly CD.ROM Check service and within fifteen (15) business da~ for quarterly CD-ROM Check service following the cutoff of the account statement. On occasion, Customer may request in writing special handling deviating from the established processing of this account. Customer acknowledges that these requests may impact Bank's processing time and may impact ks fees. SECTION IlL REMEDIES. Liabili~. To the extent applicable, the liability provisions of Uniform Commercial Code (U. CC) Articles 3 and 4 shall govem this Addendum, except as modified below. Impro~r Payment. Payment by the Bank of an Exception Check listed in a timely Poskive Pay Exception Report_will constitute improper payment unless: (a) Customer issued a Pay Request, or (b) Customer has Capital One Bank · 275 Broadhollow Road, Melville, NY 11747 · 1-866-632-8888 Rev: 01/11 Page 4 of 18 Cap 'Bank Treasury Management - Addendum ACCOUNT RECONCILIATION / POSITIVE PAY selected the Pay default option and did not issue a timely Return Request. If an Exception Gheck is paid improperly, Bank will be liable to Customer for the lesser of the amount of the improperly paid Exception Check or Customer's actual damages resulting from Bank's payment of the Exception Gheck Bank expressly waives any right k may have to assert that Customer is liable for payment of the improperly paid Exception Check on the grounds that the Exception Check was properly payable under U. CC section 4-401. Bank retains the right to assert Customer's failure to exercise reasonable care. Bank's improper payment may, however, comtkute a failure of Bank to have exercised ordinary care under the loss allocation provisions of the applicable provisions of Articles 3 and 4 of the U.C.C Bank retains the right to assert the defeme that Customer has sustained no actual damages because Bank's payment of the Exception Check discharged Customer's indebtedness. ~. Except as provided below, it shall constitute wrongful dishonor by Bank if Bank returns an Exception Check: (a) that Bank has been ordered to paypursuant to a timelyPay Request, or (b) for which Custom.er has not issued a timely Return Request under the Pay defauk option. Bank's liability for wrongful dishonor of an Exception Check shall be limited to the damages for wrongful dishonor recoverable under U.C.C. Articles 3 and 4. Anything to the contrary herein notwithstanding, Bank shall have no liability to Customer for wrongful dishonor when Bank, acting in good faith, returns an Exception Check: (a) that it reasonably believed was not properlypayable; or (b) if there are insufficient Available Funds on deposk in the Account9s); or (c) if required to do so by the service of legal process on Bank or the instructions of regulatory or government authorities or courts. Proper Pa.vment and Dishonor. Except as expressly provided otherwise herein, if Bank pays an Exception Check in accordance with the Pay default option selected by Customer or in accordance with a Pay Request issued by Customer, such payment shall be proper, and Customer waives any fight k may have to assert that the Exception Check yeas not properly payable. If Bank retums an Exception Check in accordance with the Return default option selected by Customer or in accordance with a Return Request issued by Customer, the dishonor shall be proper, and Customer waives any right it may have to assert that the return v~as improper. Customer agrees that Bank has exercised ordinary care if it pays or returns an Exception Check consistem with the provisions of the Addendum. I Inf - ' Bank shall be liable for any losses, other than special, punitive, incidental or consequential damages, proximately caused by its payment of a check that was not properly payable, or ks remm of a check that was properly payable, if the payment or return occurred because Bank should have shown the check on a Poskive Pay Exception Report but failed to do so; or showed the check on a Positive Pay Exception Report but referenced an incorrect check serial number, unless Bank provided Customer with information that disclosed the error in sufficient time for Customer to prevent ks improper payment or returrl. &s..sJgru~ If Customer suffers a loss under this Addendum, Bank assigns to Customer anyclaim that Bank has against a depository or collecting bank to recover the loss, including any claim for breach of warranty under the applicable provisions of Paticle 4 of the U.C.G Capital One Bank · 275 Broadhollow Road, Melville, NY 11747 · 1-866-632-8888 Rev: 01/11 Page5 of 18 Ca ,gank Treasury Management - Addendum ACCOUNT RECONCILIATION / POSITIVE PAY Notices. Except as otherwise provided herein, all notices or other communicatiom hereunder must he in writing or by electronic mail and shall he deemed effective when delivered by hand or sent and received by certified mail, postage prepaid with return receipt requested, at such addresses appearing herein, or to such other addresses as either party may specify in writing to the other party or upon receipt by the party of electronic mail Anynntices or inquiries regarding this Addendum orthe Master Services Agreement should be sent to: If to Bank: If to CJient: TreasuryManagement Services Capkal One, National Association 275 BroadhollowRoad Melville, NY 11747 Phone: 866-632-8888 Fax: 631-531-2740 Email: treasury~ capkalonebank, com Town of Southold Accounting and Finance Office 53095 Route 25 Southold, NY 11971-0959 Phone: 631-765-4333 Fax: 631-765-1366 Modification. Customer's execution of this ^,4ttendum or use of any of the described sen, ices evidences Customer's agreement to he bound bythe covenants and condkiom of this Addendum and the Master Services Agreement and anyand all amendments hereto. This Addendum maybe amended bythe Bank from time to time, and notice of any such amendment maybe made to Customer byplacing a notice of the amendment or a copy of the amended Addendum in the United States mail, postage prepaid. Any Schedule attached hereto may only be modified in a writing signed by both parties. Authority.. The undersigned represent and warrant that theyhave full authorityto execute this P, ddondum on behalf of Bank and Customer, respectively. If Customer is signing this Addendum on behalf of separate corporate entities, affiliates, divisions or subsidiaries as well as on ks own behalf, Customer hereby represents and warrants to Bank k has received proper authorization or powers of attorney from each of such separate corporate entkies, affdiates, divisions or subsidiaries to the terms of this Addendum and the Master Services Agreement. Ap_p_l~d~e,__I_I_~. To the extent permitted by applicable hw, the Customer and the Bank shall he deemed to have contracted out of any provision of the applicable state comn~rcial code which is contraryto the terms of this Addendum. By execution of this Addendum, Customer acknowledges its review and acceptance of this Addendum. CAP!T~AL ONE, N.A. Town of Sou~ld Au/horizedSigfiature- - Aut~°/reedSignature,fl~e-aO~C/4- ~tX_6Ye Il Capital One Bank · 275 Broadhollow Road, Melville, NY 11747 · 1-866-632-8888 r.~O~.C~ Rev: 01/11 Page of 18 Capital One Bank · 275 Broadhollow Road, Melville, NY 11747 · 1-866-632-8888 Rev: 01/11 Page 7 of 18 2b. Treasury Management - Addendum ACCOUNT RECONCILIATION / POSITIVE PAY ACCOUNT RECONCILIATION / POSITIVE PAY SERVICE SCI-IE DULE A *Service Effective Date: ASAP due to fraud Estimated Volume: * RECON MUST COINCIDE WITH DDA STATEMENT CUT 530 Account Name: Town of Southold Recon Mailing Address: Accounting and Finance Office Attm Comptroller 53095 Rou~e 25, Southold, NY 11971-0959 Mailing ad&ess same as bank statemem [] Mailing address different from bank staten~nt Account Numben [5~ 81 - LA, [--I 30- TX Tax ID: NY/NJ [] New DDA- no check activity [] ExistingDDA- [] If existing x~econ account, with check activity recon service provide& Reconciliation Services: [] Positive Paywith Full Reconciliation [] Poskive PaywithPartial Reconciliation [] Poskive Pay Only (paperless) Customer Contacts: Operational Comct [] Deposk Reconciliation (complete section 13) [] Full Reconciliation [] Partial Reconciliation [] Division Sort (complete section 12) must have Partial or Full Reconc'fliation Technical Contact Name: John Cushman Name: Title: Town Controller Title: Phone: 631-765-4333 Phone: Fax: 631-765-1366 F~x: Emaih john.cushman~town.southold.n~us Ernai~ Capital One Bank · 275 Broadhollow Road, Melville, NY 11747 · 1-866-632-8888 Rev: O1/11 Page 8 of 18 Treasury Management - Addendum ACCOUNT RECONCILIATION / POSITIVE PAY Poskive Pay- Default if [] Pay all exception [] Return all exception [] N/A - Account exception decisions not checks checks Reconciliation Only received by 3:30 PM ET (the Deadline). *** Please note: Default decision must be the same for all accounts enrolled in Positive Pay sen,ice. *~* List post (recon only & can not be on image [] Activate (standard with statement) recon) [] Do Not Activate Frequency of Reconciliation Services: must coincide with DDA statement cut) [] EOM [] Daily [] Weekly-Day of Week: [] Special cut- attach calendar Oheck [] CD-ROM Delivery:. [] ,Image Statemem Claeck Issue File Media: [] N/A- No Poskive Payor Full Reconciliation Services (go to # 10) [] Treasury Optimizer Manual Issues Only [] ADP Region - attach ADP Implementation Form [] FTP (SSHsupport required) ADP contact name: [] Mainframe Transmission ADP phone numben 9a. Gheck Issue File Layout: [] Capital One Standard Format [] Mirror Account # [] Other- Attach File Layout (include a void indicator, if applicable.) Record Size: Block Size: 9b. [] Combine multiple accounts into one input file [] Sending accounts in separate input files [] Add account(s) to existing input file Existing Account # 10. Check Output Data (If Positive Pay Only; do not complete- go to # 11) [] Paper Only [] Treasury [] FTP (SSH support [] Mainframe Transmission - attach mainframe (standard) Optimizer required) questionnaire Capital One Bank · 27S Broadhollo~ goad, Melville, NY 11747 · 1-866-632-8888 Rev: 01/11 Page 9 of 18 10a. ~Bank Treasury Management - Addendum ACCOUNT RECONCILIATION / POSITIVE PAY Check Output File Layout: [] Capkal One Standard Format [] Mirror Account # [] Other- Attach File Layout (The file layout must include a void indicator.) Record Size: Block Size: Capital One Bank · 275 Broadhollow Road, Melville, NY 11747 · 1-866-632-8888 Rev: 01/11 Page 10of 18 Treasury Management - Addendum ACCOUNT RECONCILIATION / POSITIVE PAY 10b. 11. 12. [] Combine multiple accounts into one output file [] Add account(s) to existing output file Existing Account # User Access: Treasury Optimizer Customer Code, if existing: Name: John Cushman Name: TOP user code, TOP user code, if existing: SHOLD004JOHNC if existing: Phone: 631-765-4333 Phone: Fax: 631-765-1366 Fa~e Email Address: jolm.cushmar~toWn~outho Email Address: Id.ny. us Access to: [] Issue Files via TOP/FTP Access to: [] Positive PayManualIssues [] Poskive PayException Report and Email No~ication [] Output Files via TOP/FTP [] Output file email notification [] Send accounts in separate output files Connie Solomon SHOLD004CONNIE 631-765-4333 631-765-1366 Cormie.Solomon~town. s outhol& y. us [] Issue Files via TOP/FTP [] Positive PayManual Issues [] Positive Pay Exception Report and Ernail Notification [] Output Files via TOP/Iql' [] Output file email notification Division Sort location information: (must provide test checks on each division) Number of Gharacte~s UtiliT~d in Sefial/Auxili=,-y Fid& Number of Ommcters Used to Denote Store/Location: Exarr~le: Iftheserid # onthed.:ede is listedas 0078832~, ~z~etotalr~rrl~r~C&araa~ utilizodis 8. Ifthelo~iti~ider~eris the forth~mrda~ inthe ~L~ loa~5~- X X L L L # # # # # (000078832O. Nl~l~rmust ~e 10 d~s ardri~htj~d X=spa~, L --~ idmt~ ard # =rorv. ir~ soid nun~r Capital One Bank · 275 Broadhollow Road, Melville, NY 11747 · 1-866-632-8888 Rev: 01 / 11 11 of 18 Page Ca~--~-Bank Treasury Management - Addendum ACCOUNT RECONCILIATION / POSITIVE PAY 13. Deposk Reconciliation location informafigm Total Number of (2uavacters UriliTed in Serial/AuxiliatyField: Total Number of Characters Used to Denote Store/Locatiom lode for the marters bathe ~L * loa~ion- XXXL L L # # # # (0001230000). Nurr~ rmst be l O c~'~ts ard ri~t j~tified. X=spa~ L --lamion id~ ~ aml# *mmir~ soid nurrber Location No: Location Name: (optional) 13a. 13b. (If adddtioral spa~ is na~i~ plesse atta~ a separate sheet ~th Custormr s~) For Deposk Reconciliation only, deposk ticket order information: Style: Quanta. [-]200 Endorsement Stamp: Mail deposit ticl~ts to: [] V02 (Duplicates) [] V03 (Triplicates) [] 400 [] Othen [] Yes [] No [] Individual store locations [] Mail to: [] vo4 (Qu.~dn~les) 14. Comments or Special Instructions: Capital One Bank · 275 Broadhollow Road, Melville, NY 11747 · 1-866-632-8888 Rev: 01/11 12 of 18 Page Ca~'gank Treasury Management - Addendum ACCOUNT RECONCILIATION / POSITIVE PAY Capital One Bank · 275 Broadhollow Road, Melville, NY ! 1747 · 1-866-632-8888 Rev: 01/11 Page 13 of 18 Ca ' 'Bank Treasury Management - Addendum ACCOUNT RECONCILIATION / POSITIVE PAY POSITIVE PAY CLIENT CHECKLIST Thank you for subscribing to Capkal One's Positive Payser~ice. Attached for your reference is Capkal One's standard file layout(s). If we need to customize this for your system, please include a sample file and file layout. Also attached is the check specification sheet. To emure quality reconciliatiom, please ensure that your checks meet these specifications. Before we can implement the Positive Pay service, we will need to obtain the following information from Sample of 10 checks to test for check quality (specification sheet attached) File hyout if differera from Capital One's standard format attached Sample file via secure emall so we can reviewthe format Poskive Pay sample file must include a Void Indicator unless files will he submitted via manual entry only File of outstanding checks through the most recent statement cycle. For Poskive Pay accounts, all Paid No Issues (PNIs) must he cleared via a checkissue file(s) before activating the account for the Poskive Payservice. Please forv~xl the sample checks, the sample file and file layout, if applicable, to your TreasuryManagemem Sales Advisor or Client Services Representative. We will review the sample file and hyout to ensure that k can be processed in the bank's reconciliation system. Once the bank has received your outstanding file and first issue file(s), your account will he flagged for Poskive Pay. Poskive Pay files are loaded every hour and fifteen minutes beginning at 9:00 AM ET with the last load occurring at 5:45 PM ET. The load times are as follov~: 9:00 AM ET 2:00 PM ET 10:15 AM ET 3:15 PM ET 11:30 AM ET 4:30 PM ET 12:45 AM ET 5:45 PM ET If you have any questions, please contact your Treasury Management Sales Advisor or C~iem Services Representative. Thank you for banking with Capital One.. Capital One Bank · 275 Broadhollow Road. Melville, NY 11747 · 1-866-632-8888 Rev: 01 / 11 14of18 Page Bank Treasury Management - Addendum ACCOUNT RECONCILIATION / POSITIVE PAY ACCOUNT RECONCILIATION SERVICE TREASURY OPTIMIZER, FTP, MAINFRAME ISSUANCE FILE SPECIFICATIONS Code - ASCII Record Format - Fixed Record Length - 52 Bytes Block Services - 9990 One record for each check issued during the reconciliation period. Detail Record Field Left/Right Field Column Description Size Justified Zero/Blank Filled Comments 1 1-10 Account Number 10 R 2 11-20 Ci~eck Number 10 R 3 21-30 $ Check Amount 10 R 4 31-36 Issue Date 6 R 5 37-37 Void Indicator 1 R 6 38-52 Additional Pa~e Info 15 R Z Customer Account Number Z Z Z MMDDYY B ~'¢' or blank B From Check (optional) For FTP trammissiom, a trailer record must be added to the file as follows: Trailer Record I I [ I I I Field Left/Right Zero/Blank Field Column Description Size Justified Filled Comments 1 1-20 Trailer Identifier 20 L B CONAAP, PPOSPAYTRAILE R 2 21-30 Issue Count 10 R Z 3 31-42 Issue Amount 12 R Z 4 43-52 Void Count 10 R Z 5 53-64 Void Amount 12 R Z Capital One Bank · 275 Broadhollow Road, Melville, NY 11747 · 1-866-632-8888 Rev: 01/11 15of18 Page Treasury Management - Addendum ACCOUNT RECONCILIATION / POSITIVE PAY ACCOUNT RECI)NCILIATION SERVICE TREASURY OPTIMIZER, FTP, MAINFRAME OUTPUT FILE SPECIFICATIONS Code - ASCII Record Format - Fixed Record Length - 37 Bytes Block Size - 9990 One record for each check that paid and cleared during the reconciliation period. Detail Record Field Left/Right Zero/Blank Field Column Description Size Justified Filled 1 1-10 Account Number 10 R Z 2 11-20 Check Number 10 R Z 3 21-30 $ Check Amount 10 R Z 4 31-36 Date Paid 6 R Z 5 37-37 Item Type Indicator 1 R Z Item Type The item type indicator (poskion 37) will not be included in paid only files. P -- Paid Check (Partial) or Paid No Issue (Full) R -- Reconciled check (Full) o -- Outsmdi C = Deposit (Pardal w/Deposk) Other Item Type Indicator (if applicable) M = Miscellaneous C~edit (Partial w/Deposit) D = Miscellaneous Debit N = Cancel S = Stop Paymem Collmlellt$ Customer Account Number Serial number as encoded on the check MMDDYY; date check was posted to the account See list below Capital One Bank · 275 Broadhollow Road, Melville, NY 11747 · 1-866-632-8888 Rev: 01/11 16of18 Page Ca 'Bank Treasury Management - Addendum ACCOUNT RECONCILIATION / POSITIVE PAY CI)-ROM CHECK SERVICE SCI-IEDULE A 3a. 3b. 4. CD-ROM Check Service [] North East [] South Central [] Mid-Atlantic Customer Name: Email: List an account number that is currently on the CD-ROM Check Service CD being charged: Frequency (if applicable) [] End of Month rn Quarterly rn Special Cut - Please specify if FROM: If checked, proceed If checked, applicable ................. TO: to #3a. proceed to #4. If checked, proceed to #3a. Image/Paper Statement (Select One): rn Customer would like Image Statement included on CD-ROM and Paper Statement TO BE mailed. rn Customer would like Image Statement included on CD-ROM, but does NOT want Paper Statement mailed.* [] Customer would NOT like Image Statement included on CD-ROM (Note: Paper Statement WILL be mailed.) Does Customer also receive the Bank's Account Reconciliation Service (ARP)? (Select One): [] YES [] NO *Customers who also receive ARP are required to receive a Paper Statement. List the account (s) that you wish to include onto the CD-ROM. If you would also like to add or remove the optional service below, please check off the a Account Number ~propriate box by each account. Images of Checks Account Statement (Optional) [] Add [] Delete E] Add [] Delete [] Add C3 Delete r~ Add rq Delete E3 Add [] Delete [] Add E3 Delete Mail CD-ROM Check Service CD to: Special Instructions: C~ Address Change / New Address E3 Recreate CD-ROM(s) from a previous month (specify MMYY and at least 1 reference account number) r~ Other CUSTOMER CONTACTS (In the event of routine operational questions, the Bank should contact): Capital One Bank · 275 Broadhollow Road, Melville, NY ! t 747 · 1-866-632-8888 Rev: 01/11 17of18 Page Treasury Management - Addendum ACCOUNT RECONCILIATION / POSITIVE PAY Name: Name: Dept: Dept: Phone: Phone: For Operations Input Only: IM21: Image Statement Field Stmt Spec Hndly Field Pull Code IM2E Field 5015 Field 501 7 IMNA: Add address if there is a # in Field 5017 on IM2E. This is when the additional paper statement will be mailed. Capital One Bank · 275 Broadhollow Road, Melville, NY 11747 · 1-866-632-8888 Rev: 01/11 18of 18 Page