How to take steps to prevent payment fraud losses in your business Featured

8:07pm EDT December 31, 2012
How to take steps to prevent payment fraud losses in your business

As businesses face the real risk of payment fraud, a 2012 Association for Financial Professionals survey shed light on the nature and frequency:

• Two-thirds of respondents were targets of attempted or actual fraud, while 28 percent reported increased fraud attempts.

•  Fraudulent checks were used most often, then automated clearing house (ACH).

•  The typical loss was $19,200 in 2011.

Kerri Werschky, retail and sales manager at First State Bank, relays the story of a business customer that had a former employee create bogus payroll checks on its account.

“Thankfully they were enrolled in Positive Pay and the system was able to recognize that the checks presented were fraudulent,” she says. “The checks totaled $35,000, which would have had a huge impact on our customer’s account and daily operations.”

Smart Business spoke with Werschky about ways to prevent check and ACH fraud.

Why are fraud losses on the rise?

Desktop publishing has made counterfeiting checks cheap and easy. The Internet has made it easy to commit fraud from international posts, often with organized rings in uncooperative counties. Cyber criminals can compromise large quantities of data with millions of potential victims for fraudulent checks with lottery scams, job postings and work-at-home opportunities. Faster check clearing has decreased the time it takes to identify and return checks.

What is your liability for check fraud?

Laws provide a negligence standard when determining loss liability, which means banks are not 100 percent responsible for the loss. Businesses have an obligation to inform the bank on a timely basis and limit the exposure. Your company must implement reasonable and adequate controls over bookkeeping processes, such as:

•  Maintaining sufficient controls for check storage, issuance and reconciliation.

•  Reviewing bank statements and reconciling accounts in a timely manner.

•  Using standard fraud protection offerings such as Positive Pay.

What is ACH debit fraud?

ACH debit fraud is a transaction initiated or altered in an attempt to misdirect or misappropriate funds. Any ACH may debit post to your account, with no authorization, if fraud prevention measures aren’t in place. One critical element of this fraud is that account and routing numbers can be obtained from any check.

What are some fraud prevention tools?

Work with your bank to prevent the sizable risk of payment fraud. Some tools are:

•  Positive Pay, which gives the ability to make pay or return decisions on checks presented against an account that doesn’t match. Check issuers provide a data file containing check amounts and numbers on a daily basis, and then receive a report detailing discrepant checks. Fraud is reduced through tighter controls and the ability to authorize payment or return the check prior to the return deadline.

Protection can also be extended to the teller line itself. If a check is not in the company’s Positive Pay file, the presenter is asked to contact the check originator.

ACH debit blocking service guards corporate accounts against unauthorized ACH debit transactions. Benefits include added security and fraud protection by eliminating outside access to your account, as well as staff spending less time reconciling and investigating debit transactions. Your company also can use filtering criteria, such as blocking all debits, blocking all over a certain dollar threshold, or blocking or allowing all except from specific originators.

How can you prevent check fraud?

Convert as many payments as possible to electronic delivery, while implementing fraud prevention tools. Use online reporting and services for faster reconcilement. Provide training to employees, along with segregated duties and a limited number of official signers. Update account and bank records as staff changes, and screen new employees. Control your check stock, while enforcing procedures. Use separate accounts for collection and disbursement activity and payroll and accounts payable disbursements, along with monitoring high-volume accounts and low-volume petty cash or emergency payments. Finally, know who you do business with, whether vendors, customers or maintenance staff.

Kerri Werschky is retail and sales manager at First State Bank. Reach her at (586) 863-9485 or kwerschky@thefsb.com.

For more information on First State Bank’s Positive Pay and ACH debit blocking, visit http://www.thefsb.com/cashmanagement.

Insights Banking & Finance is brought to you by First State Bank