Job Instruction Sheet: CMI Check Process

Date/Version: 7/14/2025 - v.1

Process Owner: Customer Care Administration

Review Cadence: Annually

Process/Purpose: Processing of checks received by mail
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Important Steps (WHAT?)

Key Points

(HOW?)

Artifacts

A logical segment of the operations that advances the work

Important actions in the steps that will: Make or break the job Make the job easier

Sketches, layouts, digital pictures , etc. that will improve understanding of the job

1 Checks are received in the daily mail
  1. Most mail wrapped in rubber bands are checks, However, checks will also be found in other mail.
  2. Open checks
  3. Do not remove envelopes
  4. Place checks on counter for further processing.
  
2 Checks are sorted by unit
  1. Units are
  2. FIDM - Financial Institution Data Match
  3. Checks written directly from financial institutions in relation to Bank Levies, Asset Seizures, and Property Seizures.
  4. Usually addressed to PO Box 40408, but may also be received at PO Box 36626 or PO Box 40458.
  5. SCP - Settlements, Claims, & Passports
  6. Attorney General’s office addressed to John Duncan.
  7. Traveler’s Insurance Checks
  8. Checks addressed to PO Box 40516
  9. SDU - State Disbursement Unit
  10. Checks addressed to PO Box 40458 and PO Box 36626.
  11. Undeliverable Support Payments
  12. Checks address to Clearinghouse
  13. Chase Online Bill Payment Checks
  14. Money Orders
  15. Bankruptcy Trustee checks
  16. Other - Checks received that need to be directed to other areas/units.
  17. Checks are logged in the check log
  18. Area/Unit is notified via a note in their dropbox or an email.
  19. Check is wrapped in cover sheet and placed in “Other Unit Check” box.
  
3 Checks are logged into the Check Log Tracker
  1. Enter data into log:
  2. Date
  3. Type of Payment (Check, Money Order, Personal Check)
  4. Check or Money Order Number
  5. Unit (SCP, FIDM, or SDU)
  6. Certified or Undeliverable
  7. Stamp envelopes with the current date.
  8. Fill out a cover sheet with the date and number of checks and use it to wrap checks into a bundle.
  9. CMI Team member logs the number of checks in their Daily Mail Count Spreadsheet.
 
4 Bundled checks are placed in unit check slot
  1. Supervisor, Lead, or SDU AR Employee must sign for their check bundle in the mailroom.
  2. EVERYONE MUST COMPLETE SIGN IN LOG PRIOR TO ENTERING THE MAIL ROOM
  3. The clipboard form hanging at mailroom entrance is for logging in access to mailroom only.
  4. SDU/FIDM/SCP must sign checks out on the sign-out form.
  5. Check/Key Sign-Out is now on the same form as the check sign-out form.
It is CMI staff responsibility to make sure checks and keys are signed out and that keys are signed back in when they are returned. Keys must be returned daily.
5 Checks can be returned by the unit if they do not belong to them
  1. Research to ensure the check goes to the correct team and update the check log.
  2. Complete cover sheet
  3. Bundle and place in unit check slot for pick-up.