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Void cheque and EFT premium payment QC (Ontario brokers)

Void cheque and EFT premium payment QC (Ontario brokers)

A void cheque with VOID scribbled across the account number is not payment setup — it is a bind delay.

Direct answer

Ontario brokers QC void cheques and PAD forms on a dedicated checklist line. Approve when transit, institution, and account numbers are fully visible, the MICR strip is intact when a cheque image is used, and the account holder name matches the policy payer (or documented authorized payer). Reject screenshots, cropped corners, and cheques in someone else's name without authorization on file.

This is ops QC for carrier/MGA payment setup — not a RIBO statute that names “void cheque.” Payments Canada Rule H1 and FCAC consumer guidance treat banking details and a payor PAD agreement as the authorization path; insurers often still ask for a void cheque image to confirm account numbers. Always follow the bind kit in front of you.

QC table

CheckPassFail
Banking numbers / MICRFull width visibleCropped bottom or cut digits
VOID markingDoes not obscure numbersHeavy marker over digits
Account holder nameMatches application / authorized payerSpouse account, no auth on file
Institution brandingRecognizable FI (when cheque used)Illegible or clearly altered image
PAD signatureSigned, dated, policy # if kit requiresBlank signature block
Image qualityFlat, in focusGlare, folded corner unreadable

Reject messages that work

  • "Void cheque — rejected: bottom number strip cut off. Scan full cheque on white paper."
  • "PAD — rejected: missing signature on page 2."
  • "Void cheque — rejected: account name does not match named insured. Provide matching account or joint authorization per our bind kit."

Collect payment docs before bind when your brokerage policy requires — same missing-item dashboard as dec page and abstract on auto new business.

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Start a free trial to keep payment lines separate from application PDFs.

General information only. Not insurance, banking, or legal advice. Hivi-X is document-collection software — not a RIBO licensee and not a payment processor. Not affiliated with or endorsed by RIBO, Payments Canada, or any insurer. Confirm PAD/void-cheque requirements with your carrier kit and brokerage accounting procedures.

Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.

Frequently asked questions

Void cheque or PAD form — which do carriers want?
Follow your MGA/carrier bind kit. Some accept a signed PAD agreement with banking details; others also want a void cheque image. One checklist line per required artifact.
Can clients black out everything except account info?
Reject if transit, institution, or account numbers (or the MICR strip when a cheque is used) are cut off or unreadable — that is what payment setup needs.
Joint account — whose name must match?
Operational standard: account holder name matches payer on application or documented authorization from co-holder — confirm with carrier/brokerage policy.
Is a mobile banking screenshot OK?
Usually reject unless your carrier explicitly accepts it. Prefer void cheque or bank-issued void / PAD details form.
Does Hivi-X process EFT?
No. You QC uploads; accounting or the carrier portal handles banking.

Organize broker client files without the email chase

Hivi-X helps Ontario insurance brokers collect application documents with reusable checklists, a Canadian-hosted client portal, self-hosted AI summaries, and exportable PDF packages for Applied, Epic, SIG, or your BMS. Hivi-X is document-collection software — it does not replace your BMS or guarantee RIBO compliance.

Void Cheque EFT Premium Payment QC Broker | hivi-x