H. CONTROL OF POST DATED CHEQUE (PDC)
All PDC received by the other departments shall be passed to Finance Department. The control procedures for PDC are:
1. Upon the Cashier receives the PDC, PDC Control Sheet need to be updated. (see the specimen of PDC Control Sheet in Appendix 6).
2. At the end of each working day, Cashier shall check the substance of PDCs against the PDC Control Sheet before keeping them in the main safe of the Finance Dept.
3. Cashier needs to deposit the PDC to the company’s bank account upon the cheque is due.
4. On the last working day of each month, the Responsible Finance Supervisor shall check the substance of PDCs against the PDC Control Sheet and report the result to the Finance Department Head.
I. CONTROL OF RETURNED CHEQUE
When the cheque is returned from the bank due to insufficient fund of client’s account, Cashier shall do the following steps:
1. The cashier has to inform the responsible account staff immediately once receiving the notice from the bank and ask for the new cheque/cash or transfer payment.
2. The cashier shall record the following details in the returned cheque register.
2.1 Date returned by bank
2.2 Date of cheque
2.3 Cheque number
2.4 Bank name
2.5 Amount
2.6 Insured name/Payer name
2.7 Receipt voucher number and date
2.8 Agent /Broker code and name
2.9 Reason for Return
2.10 Remarks
2.10.1 “FOR DEPOSIT” and indicate the date to be re-deposited, if a returned cheque is to be re-deposited. Returned cheque can be re-deposited only one time, EXCEPT the approval from SVP.
2.10.2 “REPLACED BY CASH”, and indicate the cash deposited date, if a returned cheque is replaced by cash.
2.10.3 “REPLACED BY CHEQUE#….. / Date of cheque”, if a returned cheque is replaced by another cheque.
3. The cashier should follow up the payment of returned cheque from responsible account staff. In case the payment does not receive within 10 days, the cashier should report to Accounting Manager.
4. The accounting entry of bounced cheque is: