Forged Check Procedure

Effective Date:

July 20, 2018




Megan Moran

Basis for Procedure

This procedure outlines the steps campuses must take to prove the endorsement on a check does not belong to the vendor to whom the check was made payable to.

Procedure Summary

When a vendor claims not to have cashed a check that the Research Foundation believes has cleared, a forgery investigation should take place. Campuses obtain a copy of the cashed check, and once it has been determined that the check in question was indeed cashed, the vendor can fill- out and submit an Affidavit of Forged Maker/Endorsement to initiate an investigation by Key Bank.

Procedure Steps

The forged check procedure includes the following steps:


Role or Responsibility

References or Tips

Obtain a copy of the check in question.



Complete an Affidavit of Forged Maker/Endorsement.



Submit the completed and notarized form and check copy to Central Office Treasury Department.



Submit the forgery claim to Key Bank and monitor the claim.

Central Office Treasury Department


Investigates and resolves the forgery claim.

Key Bank


Reissues the payment to the vendor when a claim is approved.



Each step is described in the following sections.

Obtaining a Check Copy

Before a forged check investigation takes place, the campus representative must obtain a copy of the check in question through Key Navigator. For details, refer to the Check Copy Procedure.

Completing an Affidavit of Forged Maker/Endorsement

The vendor must complete an Affidavit of Forged Maker/Endorsement. The following table outlines how to complete the form:

Field Name

What to Enter

Key Bank Case #

Leave blank.

Customer Name

Name of the company or person claiming the check was forged.

Customer’s Name

Name of the contact person at the company filling out the form, including his or her job title, OR the name already entered in the Customer Name field.

I have examined the following

Circle check.

Bearing my signature as

Circle endorser.

Check #

The number of the check in question.


Date on check (the date the check printed).


Amount of the check in question.

Payable to

Vendor listed on the check in question.

Drawn on

Key Bank.

I first learned of the forgery

The date when it was determined the check was cashed fraudulently.

Concerning the rest of the fields, including the ones pertaining to the filing of a police report:

Fill out if applicable. If not applicable, do not leave blank. Write N/A.

Important! The bottom of the form contains a space for a notary public seal. The form MUST be notarized to be considered complete.

Submitting the Affidavit of Forged Maker/Endorsement to Central Office

The vendor must forward the original notarized form to their campus contact. The campus contact then submits the form, along with a copy of the check, to the RF Central Office Treasury Department.

Submitting the Forged Check Claim to Key Bank

Central Office Treasury Department takes the following steps to submit the forged check claim:

Claim Resolution

Key Bank will either deny or approve the claim. If the claim is denied, no refund is made and the campus should notify the vendor.

If the claim is approved, the RF receives a refund and the campus should reissue the payment to the vendor. Refer to the next section for details on processing the refund.

Processing a Refund for Approved Forgery Claims

The following steps are taken to process a refund when Key Bank approves a forgery claim:


Role or Responsibility

References or Tips

Notify Central Office of the date that the vendor checking account was credited.

Key Bank Specialized Service Group Representative


Notify the Cash Receipts Department at Central Office of the exact amount and date of the credit.

AP/PO Department at Central Office


Reset the payment to Unreconciled in Oracle.

Cash Receipts Department at Central Office


Notify the campus that the payment can be reissued to the vendor.

AP/PO Department at Central Office




Related Information

Check Copy Procedure


Affidavit of Forged Maker/Endorsement

Change History


Summary of Change

July 20, 2018




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