Desktop Teller and Mobile Deposit best practices

March 11, 2022
Person taking a photo of their check with their phone.

Depositing money into your business accounts is a good thing. Doing it with ease and convenience? Well, that’s even better — and that’s exactly what Desktop Teller and Mobile Deposit help you do. While adding these tools to your business toolbox saves time and money, we’ve also created some procedural best practices to help save you some headaches down the road, too.

These best practices are intended to help your organization craft and adopt procedures to mitigate potential fraud risks. These recommendations are not intended to replace the Treasury Management Services Agreement or your own internal control procedures, but to complement them. Looking to add one of these services? Request services here!

  • Authorized User credentials and equipment/devices are stored securely and not utilized by any individual other than the Authorized User
    • User is logged out or device is locked when User is not actively utilizing
    • Access is not shared — Authorized Users maintain their own username and password
    • Only UBT-authorized equipment or software is being used to process deposits
  • Hardware and checks are kept in a secure location where public or unauthorized personnel cannot access
  • Customer conducts new employee training and periodically refreshes authorized Users on system or software updates as needed
  • Internet browser is updated regularly, and a commercially reasonable virus detection software is maintained
    • UBT recommends a whole-network vulnerability assessment be completed annually
  • Customer conducts regular system and software updates as applicable on operating systems and third-party applications to meet commercially reasonable standards
  • Maintain a list of all locations where software has been loaded and maintained
    • UBT recommends this as a proactive step prior to instances of fraud or breach. If Customer has experienced fraud or breach, UBT will request this list to place limitations on specific IP addresses if necessary.
  • Customer will not permit any third party to use, copy, or modify software or hardware associated with the service
  • Customer retains each deposit for at least 14 calendar days and destroys after 60 calendar days using a commercially reasonable method upon retention period expiration

For more best practices and tips on using Desktop Teller, click here.

  • Business
  • Business Banking Online
  • Business Banking

Learning Center articles, guides, blogs, podcasts, and videos are for informational purposes only and are not an advertisement for a product or service. The accuracy and completeness is not guaranteed and does not constitute legal or tax advice. Please consult with your own tax, legal, and financial advisors.