Your guide to servicing your account at a Post Office branch
Contents Introduction 03 Your guide to depositing cash (deposit cards) 04 Your guide to depositing cash (barcoded stationery) 06 Preparing your cheque deposit 08 Change giving 10 Your Guide to cash withdrawals 11 Depositing black pouches at the Post Office 12 02
Cash management at a Post Office branch a robust technology infrastructure for your cash banking Thank you for choosing the Santander Corporate & Commercial cash management service. You can rest assured knowing you are working with a bank that has a proven track record and over 40 years experience in this specialist industry. You have access to a network of around 11,500* Post Office branches nationwide more than all the other UK banks combined where a range of payment, withdrawal and change giving options are available. Key benefits include fast processing, accurate reconciliation as well as investment in technology innovation. Our specialist cash team is committed to making it easier for your business to prepare, move and deposit your cash and cheques securely. We are always striving to improve efficiencies to help you make the most of your cash, and we look forward to working closely with you in the future. In this guide, you will find all the information you need to service your account at a Post Office branch. We will make sure that your business (and its outlets) is supplied with everything you need, including guides, stationery and contact points, to organise your cash so it can be prepared quickly and accurately. Please read this guide carefully and if you have any questions, don t hesitate to contact your Relationship Director. How to order stationery n For cheque envelopes, cheque only deposit slips, barcoded cash only deposit books and barcoded stationery, order by phone on 0151 966 2905 or online at stationeryorders.corp@santander.co.uk n For Cash Analysis Forms, order by phone (Post Office stores) on 08457 950 950 option 1,3,1 n For new/replacement and lost/stolen cards, contact your usual Customer Service adviser. n If you need to order additional copies of this guide for additional business sites please contact your Relationship Director n Bank note envelopes, oddments envelopes and coin bags are supplied by the Post Office. Please use the correct stationery and envelopes to ensure quick and accurate processing of your deposits. *Services and opening hours for individual Post Office branches within the Post Office network may vary. 03
Your guide to depositing cash (deposit cards) Preparing your cash deposit Notes n Separate clean and soiled notes. These must not be enveloped together. (Clean notes are those which are re-usable. Soiled notes are those which are dirty, torn or mutilated.) n Separate the notes into the different denominations but do not use paper clips, staples or rubber bands to secure them and do not fold one note around the rest of the bundle n Do not mix Scottish, Northern Irish and English banknotes (This only applies to deposits made in England and Wales.) n Envelope the notes as follows using the maximum size envelope for your notes. For example, if you are depositing 6,000 in 20 notes, use one 5,000 envelope and one 1,000 envelope not six 1,000 envelopes. 100 5 notes per envelope Total 500 or 500 5 notes per envelope Total 2,500 100 10 notes per envelope Total 1,000 or 500 10 notes per envelope Total 5,000 50 20 notes per envelope Total 1,000 or 250 20 notes per envelope Total 5,000 50 50 notes per envelope Total 2,500 nseal the envelopes and enter your company name and branch name or reference number on the front of each one. Oddments Any odd amounts of banknotes or coin that do not make up a full envelope should be put in the oddments envelopes/clear plastic bags provided and the contents clearly shown in the envelope s Cash Analysis Form. Coin Coin should be bagged in the correct denominations, with one denomination per sachet as follows: 20 of 2 20 of 1 10 of 50p 10 of 20p 5 of 10p 5 of 5p 1 of 2p 1 of 1p n If large volumes of coin are deposited, the smaller sachets must be packaged into the larger bags which are provided in the following denominations and colour codes: 2 Maximum 500 Brown 3.05kg 1 Maximum 500 Red 4.70kg 50p Maximum 250 Yellow 4.25kg 20p Maximum 250 Green 6.30kg 10p Maximum 100 Grey 6.50kg 5p Maximum 100 Pink 6.50kg 2p Maximum 20 Blue 7.10kg 1p Maximum 20 Orange 7.10kg n Do not mix different denominations of coin within larger bags. n Secure the bags and label them to identify your branch and/or company and date. n If any of the larger bags do not contain the maximum amount of coin, place them in the oddments bag provided by the Post Office. n Coin bags are supplied by the Post Office. Banknote envelopes and oddments envelopes are supplied by the Post Office *. *Services and opening hours for individual post office branches within the Post Office Network may vary. 04
How to complete the cash analysis form Enter your account number Enter the detailed make up of cash Enter the date of your cash deposit Reference No. FOR INFORM ATION ONLY THIS IS NOT A RECEIPT Cash analysis Cash analysis 50 20 Date: 50 20 Date: 10 5 2 1 50p 20p Silver Bronze TOTAL CASH Account No. Sortcode: CASH ONLY 10 5 2 1 50p 20p Silver Bronze TOTAL CASH Account No. Sortcode: CASH ONLY Please retain this copy foryour records SAN7001 OCT 11 B Enter the total value of your cash deposit Ensure you complete all the above details on both portions of the document. Print the details clearly within the confines of the appropriate box. Making your cash deposit at a Post Office branch n Take your completed deposit, Cash Analysis Form and Deposit Card to your nominated Post Office branch. n The Post Office clerk will check the details on the cash ladder form against your deposit and swipe your deposit card. n The value of your cash deposit will be confirmed and entered onto the system. You will be asked to press enter on the keypad to confirm the value. Counterfeit notes/coins will be treated as a shortage in a deposit. The note/coin will be retained by the clerk and a receipt provided. You will be required to make good the shortage or amend the value of the deposit. Cash Deposit n Your cash deposit card will be returned to you with a receipt as confirmation of your deposit. The Cash Analysis Form will also be returned. Please retain your receipt. n Please check your receipt before leaving the counter to ensure that it is correct and retain it with your Cash Analysis Form. Discrepancies Banknote envelopes and coin bags will be accepted at face value by the Post Office. They will not normally be opened and checked when you make a deposit, provided they are sealed and the Cash Analysis section has been completed. Oddment envelopes and bags however are opened and checked. If any discrepancies are discovered in the envelopes or coin bags within seven days from the date of deposit, they will be reported by the Post Office. Normally you will be required to make good any shortage, any surplus will be returned by the Post Office. We want to give you the best service we can. It will help us if you use the correct stationery and envelopes as this will ensure quick and accurate processing of your deposits. 05
Your guide to depositing cash (barcoded stationery) Preparing your cash deposit Notes n Separate clean and soiled notes. These must not be enveloped together. (Clean notes are those which are re-usable. Soiled notes are those which are dirty, torn or mutilated). n Separate the notes into the different denominations but do not use paper clips, staples or rubber bands to secure them and do not fold one note around the rest of the bundle n Separate any counterfeit notes and do NOT include them in the value of the deposit. Place them in a separate envelope clearly marked as Counterfeit. n Do not mix Scottish, Northern Irish and English banknotes (This only applies to deposits made in England and Wales.) n Envelope the notes as follows using the maximum size envelope for your notes. For example, if you are depositing 6,000 in 20 notes, use one 5,000 envelope and one 1,000 envelope not six 1,000 envelopes. 100 5 notes per envelope Total 500 or 500 5 notes per envelope Total 2,500 100 10 notes per envelope Total 1,000 or 500 10 notes per envelope Total 5,000 50 20 notes per envelope Total 1,000 or 250 20 notes per envelope Total 5,000 50 50 notes per envelope Total 2,500 n Seal the envelopes and enter your company name and branch name or reference number on the front of each one. n Oddments Any odd amounts of banknotes or coin that do not make up a full envelope should be put in the oddments envelopes provided and the contents clearly shown in the envelope s Cash Anaylsis Form. Coin Coin should be bagged in the correct denominations, with one denomination per sachet as follows: 20 of 2 20 of 1 10 of 50p 10 of 20p 5 of 10p 5 of 5p 1 of 2p 1 of 1p n If large volumes of coin are deposited, the smaller sachets must be packaged into the larger bags which are provided in the following denominations and colour codes: 2 Maximum 500 Brown 3.05kg 1 Maximum 500 Red 4.70kg 50p Maximum 250 Yellow 4.25kg 20p Maximum 250 Green 6.30kg 10p Maximum 100 Grey 6.50kg 5p Maximum 100 Pink 6.50kg 2p Maximum 20 Blue 7.10kg 1p Maximum 20 Orange 7.10kg n Do not mix different denominations of coin within larger bags. n Secure the bags and label them to identify your branch and/or company and date. n If any of the larger bags do not contain the maximum amount of coin, place them in the oddments bag provided by the Post Office. n Coin bags are supplied by the Post Office. n Banknote envelopes and oddments envelopes are supplied by the Post Office *. *Services and opening hours for individual post office branches within the Post Office Network may vary. supplied by the Post Office *. *Services and opening hours for individual post office branches within the Post Office Network may vary. 06
How to complete the Barcoded Deposit Form Enter the detailed make up of cash in the cash analysis column Enter the date of your cash deposit Account No: 1234567 Barcode 1 MR CHRIS P BACON T/A MEGABOWL PLC Ref No. 0011 Date: Barcode 2 Cash analysis 50 20 10 5 2 1 50p 20p Silver Bronze TOTAL CASH CASH ONLY PLEASE RETAIN CUSTOMER COPY FOR YOUR RECORDS TO BE RETURNED TO CUSTOMER Cash analysis 50 20 10 5 2 1 50p 20p Silver Bronze TOTAL CASH Account No: Ref No. Date: CASH ONLY 1234567 0011 Enter the total value of your cash deposit Ensure you complete all the above details on both portions of the document. Print the details clearly within the confines of the appropriate box. Making your cash deposit at the Post Office n Once you have prepared your cash deposit and completed the deposit slip you need to take this to your nominated Post Office n The Post Office clerk will check the details on the cash deposit slip and scan the barcodes n You will be asked how much you wish to deposit n The clerk will count your cash and accept any full envelopes/ coin bags at face value n The value of your cash deposit will be entered onto the system n You will be given a receipt and the barcoded deposit slip as confirmation of your deposit n Please check your receipt at the counter to ensure that it is correct Discrepancies Banknote envelopes and coin bags will be accepted at face value by the Post Office. They will not normally be opened and checked when you make a deposit, provided they are sealed and the Cash Analysis Section has been completed. Oddment envelopes and bags however are opened and checked. If any discrepancies are discovered in the envelopes or coin bags within seven days from the date of deposit, they will be reported by the Post Office. Normally you will be required to make good any shortage, any surplus will be returned by the Post Office. Counterfeit notes/coins will be treated as a shortage in a deposit. The note/coin will be retained by the clerk and a receipt provided. You will be required to make good the shortage or amend the value of the deposit. We want to give you the best service we can. It will help us if you use the correct stationery and envelopes, this will ensure quick and accurate processing of your deposits. How to order stationery For barcoded stationery, order by phone on 0151 966 2905 or online at stationeryorders.corp@santander.co.uk 07
Preparing your cheque deposit Preparing your cheque deposit Please use a separate deposit slip for each cheque envelope. Remove all staples, pins and paper clips from the cheques. n Put your branch reference number (where appropriate) and your Santander Corporate Banking account number on the back of each cheque. List and total the cheques in bundles of no more than 50. Complete your cheque deposit slip. n Keep the cheques in the order in which they are listed and put them with your cheque deposit slip and the supporting lists in the cheque envelopes supplied. Each envelope will hold approximately 100 cheques. Loose cheques cannot be accepted. n Complete the front of each cheque envelope, noting the number and value of the cheques inside it and, if applicable, the branch reference number. Close and seal each cheque envelope. How to complete the cheque deposit slip Enter the total value of cheques Date Enter the date CHEQUES Reference Credit account number Cheque total (no fee payable at PO counter) 11A 001 1234567 73 Signature GSP SAN/OCR/13 Number of cheques Please do not write or mark below this line and do not fold this document 001 A4731234567 22 X The manager or person authorised to make cheque deposits must sign the form in the space provided Enter the number of cheques to be deposited Ensure you complete all the above details. Print the details clearly within the confines of the appropriate box. 08
Recording cheque details n You should keep a record of the details of all cheques deposited into your account. List the payer s name, cheque number, sort code, amount and bank account number. This will assist us in resolving any subsequent queries. n To assist in recording cheque details, specially designed cheque summary pads are supplied by Santander Corporate & Commercial. Making your cheque deposit at a Post Office branch n Once you have prepared your cheque deposit take it to your local Post Office branch. n The cheque envelopes deposited at the Post Office branch will be sent unopened to one of our processing centres. n Any discrepancies will normally be resolved between Santander Corporate & Commercial and your Head Office. n A receipt will be provided showing the number of sealed cheque envelopes received by the Post Office, it does not confirm the values received. How to order stationery n For cheque envelopes, cheque only deposit slips and cheque summary pads order by phone on 0151 966 2905 or online at stationeryorders.corp@santander.co.uk Sort Code Cheque number Bank account number Name of payer 09
Change giving When the change giving facility was agreed, you will have specified the value of coin, the denominational breakdown and the day(s) on which it will be collected. Your nominated Post Office branch will make arrangements for the coin to be available as specified, but you should agree the most convenient time for collection. Change Giving n The change giving facility allows for a note for coin exchange. n On each occasion coin is obtained a Change Record must be completed. (See example right) n You must take your plastic Change Giving card with you to your nominated Post Office branch to complete a change transaction. n Hand your plastic Change Giving card and your Change Record to the Post Office Clerk. n The details on the Change Record will be checked and your Change Giving card will be swiped. n Present the relevant value of notes to the Post Office clerk who will exchange them for coins. n Your Change Giving card and the Change Record will be returned to you with your coin and receipt. How to order stationery Change Record For Change Records, order by phone (Post Office Stores Swindon) on 08457 950 950 option 1, 3, 1 quoting reference SAN7000. For new/replacement and lost/stolen cards, please call 0844 800 1111. SAN7000 Please note that services and opening hours for individual post office branches within the Post Office Network may vary. 10
Your guide to cash withdrawals at a Post Office branch To withdraw cash at a Post Office branch, simply: n Take your withdrawal card to your nominated Post Office and inform the clerk you wish to make a withdrawal. n Hand your plastic withdrawal card over to the Post Office branch Clerk. n The details on the withdrawal card will be checked to make sure it has the correct Post Office branch number and then swiped through the system. n The Post Office Clerk will ask you to confirm how much you wish to withdraw. n The Post Office Clerk will then enter this amount onto the system and ask you to confirm the amount displayed on the PIN pad, enter your four digit PIN and press ENT to proceed with the transaction. n Once the transaction has been authorised the Post Office Clerk will count out the money and print a receipt for the transaction. Discrepancies If a discrepancy occurs in the form of either a shortage or surplus within the PBNEs this should be reported directly to the Post Office branch within 2 working days. If a discrepancy is identified after the 48 hours you will be required to contact your Relationship Director. It will help us if you make every effort to check the contents of your transaction and report any discrepancies to the office who supplied the cash within 48 hours. Services and opening hours for individual post office branches within the Post Office Network may vary. Cash Withdrawal n The Post Office Clerk will then return the withdrawal card to you with the money and receipt. n Depending upon the value of the withdrawal, notes may be supplied in sealed banknote envelopes. n You should check the receipt and ensure that the value stated agrees with the cash provided by the Post Office clerk. You should also check the envelopes or loose notes to ensure they are correct before leaving the Post Office branch counter. How to order stationery For new/replacement and lost/stolen cards, contact your usual Customer Service adviser. 11
Your guide to depositing black pouches at the Post Office Specific depositing arrangements should be discussed and agreed with your nominated Post Office in advance. n You will require 2 deposit cards or 2 sets of barcoded deposit slips. n Place your deposit with your deposit card or barcoded stationery (depending on which you use) inside the black pouch and secure with a plastic seal. If using a deposit card please ensure that a Cash Analysis Form is also included. n Complete the sealed container advice (see illustration). If you use numbered seals, please enter the seal number(s) in the space provided. n Take the pouch to your nominated Post Office and hand it over to the Clerk with your receipt book. n The clerk will check the number of bags and seal numbers (if numbered seals are used), stamp the receipt book and return it to you. n The black pouch and deposit card or barcoded stationery will be returned to you the next time you visit your Post Office. n Later the same day the Post Office Clerk will check the deposit and use your deposit card or barcoded stationery to process the deposit. n If any discrepancies are discovered in the envelopes or coin bags within seven days from the date of deposit they will be reported by the Post Office. Normally you will be required to make good any shortage, any surplus will be returned by the Post Office. Customer Details SEALED CONTAINER ADVICE Name Account Number Sort Code Branch Reference Manager Signature SAN1303030 NOV 11 B How to order stationery Receipt of Number of bags acknowledged n For black pouches and sealed container advice books order by phone on 0151 966 2904/5 or online at stationeryorders.corp@alliance-leicester.co.uk n For plastic seals order by phone (Post Office Stores Swindon) on 08457 950 950 option 1, 3, 1. n For new/replacement and lost/stolen cards, contact your usual Customer Service adviser. Santander Corporate & Commercial is a brand name of Santander UK plc, Abbey National Treasury Services plc (which also uses the brand name Santander Global Banking and Markets) and Santander Asset Finance plc, all (with the exception of Santander Asset Finance plc) authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority. Our Financial Services Register numbers are: 106054 and 146003 respectively. In Jersey, Santander UK plc is regulated by the Jersey Financial Services Commission to carry on deposit-taking business under the Banking Business (Jersey) Law 1991. Registered office: 2 Triton Square, Regent s Place, London NW1 3AN. Company numbers: 2294747, 2338548 and 1533123 respectively. Registered in England. Santander and the flame logo are registered trademarks. Santander UK plc is a participant in the Jersey Bank Depositors Compensation Scheme. The Scheme offers protection for eligible deposits of up to 50,000. The maximum total amount of compensation is capped at 100,000,000 in any 5 year period. Full details of the Scheme and banking groups covered are available on the States of Jersey website (www.gov.je/dcs) or on request. 60 20 652 SEP 14 HT This item can be recycled. TEMP 0051 MAR 09 T