Business Online ACH User Guide

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1 Table of Contents ACH Definitions... 2 Managing Payees... 5 Importing an ACH File... 7 Editing a Payee s Details... 9 Sending a Prenote Deleting a Payee Submitting the ACH File Viewing Pending Transactions Canceling a Pending Transaction Viewing Transaction History EFTPS Tax Payments Child Support Payments Alerus Financial Page 1 24

2 ACH Definitions Within the Business Apps tab you will see several ACH Applications. In the subsequent pages, you will find the definition of each ACH App. Please take the time to understand each definition to ensure your file is processed correctly. Note: If you wish to select a Business App that is not available, ensure the user has the appropriate permission or contact Alerus for assistance. Within the Business Apps section of Business Online, several applications perform similar to each other, including Payroll, Collections, ACH Payments, ACH Receipts, Cash Disbursement, Cash Concentration, and EFTPS Tax Payments. Once you become accustomed to performing actions within one of these applications, you will find that the other applications are very similar and easy to use. In this section, we will go through step-by-step instructions. Alerus Financial Page 2 24

3 Payroll Payroll is one of the standard elements of business operations, and Business Online enables you to transport funds from the company to the employee s accounts. (PPD Credits) Collections Companies require ways to receive money electronically and ACH is a standard for fulfilling this requirement. Collections can be used to collect funds owed by account holders at other financial institutions. (PPD Debits) Payroll and Collections will post only one offsetting entry for the grand total file amount. ACH Payments Companies require ways to send money electronically and ACH is a standard for fulfilling this requirement. ACH payments enable you to transfer funds to a pre-defined recipient list or to new recipients who possess accounts at other financial institutions. Payments are made through the ACH network for this service, and as such, companies can capitalize on the control benefits of sending money via ACH, such as specifying when recipients receive funds and can thereby minimize the float period. (PPD Credits) ACH Receipts Companies require ways to receive money electronically and ACH is a standard for fulfilling this requirement. ACH receipts can be used to collect funds owed by account holders at other financial institutions. (PPD Debits) ACH Payments and ACH Receipts will post individual offsetting entries for each transaction within the ACH file. This is not recommended if the ACH Originator expects only one offsetting entry for the grand total amount of the file. If only one offsetting entry is required, please see instructions for submitting a file as Payroll or Collections instead. Cash Disbursement Companies require ways to send multiple payments within a single batch to other companies at other financial institutions. (CCD Credits) Cash Concentration Companies require ways to receive multiple payments within a single batch with other companies at other financial institutions. (CCD Debits) Cash Disbursements and Cash Concentrations will post only one offsetting entry for the grand total file amount. Alerus Financial Page 3 24

4 EFTPS Tax Payments Companies require ways to send Federal, some state, and local tax payments electronically to the tax authorities. Child Support Payments Companies require ways to send court-ordered child support payments electronically on behalf of their employees. The EFTPS Tax Payments and Child Support Payment instructions are included at the end of the user guide. You can perform ACH-related tasks including: Managing ACH payees Making a single payees Importing ACH payees Issuing the ACH file Viewing pending transactions Canceling pending transactions Viewing transaction history Select the Business Apps tab at the top of the page. Click the Appropriate ACH App. Alerus Financial Page 4 24

5 Managing Payees Payees are the individuals to whom payments are made. Before you can issue the file, you need to add payees. You can add payees in one of two ways manually adding a recipient, or importing a list of payees. To manually add a payroll payee: 1. On the Business Online website, click Business Apps. 2. Click the appropriate ACH App. 3. Click Manage Payees. 4. Click Add Payee. Alerus Financial Page 5 24

6 1. Provide the payee s contact details and the following payment details. Category: ABA Routing Number: Account Number: Account Type: Usual Amount: Send Prenote: The category to which this payroll payee belongs, for example weekly payroll or monthly payroll. The routing number of the payroll payee s bank. The account to which payment will be made. The type of account the payee has, for example, check or savings. The amount to be paid to the payroll payee. Select this option to send a prenote that tests the validity of the payroll payee s bank account number and ABA routing number. 2. Click Save to complete the process. Note the asterisk (*) next to the required fields. If you have a large list of recipients, you can import the list of recipients into the database. The import file needs to contain the correct recipient s routing information, either as an ACH formatted file, or as a comma-delimited file. Alerus Financial Page 6 24

7 Importing an ACH File 1. On the Business Online website, click Business Apps. 2. Click the Appropriate ACH App. 3. Click Manage Payees. 4. Click Import Payee. On the Import Payee screen, specify whether you want to upload the list of payees or paste the contents of the payees list, and then provide the import parameters. Alerus Financial Page 7 24

8 1. Specify the following import parameters: Import Type File File Type Category Payee Import Mode Select whether a file is to be imported or the contents of the file will be pasted. *Upload a File The location of the file to be imported. The type of file to be imported ACH or comma-delimited. *ACH File ( 6 records, Load Transaction detail records) The category to which the payees in the list belong, for example weekly payroll or monthly payroll. The import mode determines how the data is to be imported into the payroll database. Amend the entries in the import file are added to the payroll database as long as those entries are not duplicates. Append the entries in the import file are added to the payroll database without checking for duplication. *Replace replaces a current category of payroll database recipients with the recipients found in the import file. 2. When you are finished, click Import File. 3. On the Confirm Import Payees screen, click Confirm. 4. The payees are imported on the Manage Payees screen. *Recommended Alerus Financial Page 8 24

9 Editing a Payee s Details 1. On the Business Online website, click Business Apps. 2. Click on the Appropriate ACH App. 3. Click Manage Payees. 4. Click the Name link of the payee to edit. 5. Update the details for the payee as required and click the Save button. Alerus Financial Page 9 24

10 Sending a *Prenote 1. On the Business Online website, click Business Apps. 2. Click on the Appropriate ACH App. 3. Click Manage Payees. 4. Select the check box of the payee to whom a prenote must be sent, and click Send Prenote. 5. Click Confirm to send the prenote. *Prenotes are not required by the Bank. However, if a prenote is sent, the originator has to wait six banking days before transmitting the live entries following the prenote entry. Alerus Financial Page 10 24

11 Deleting a Payee 1. On the Business Online website, click Business Apps. 2. Click on the Appropriate ACH App. 3. Click Manage Payees. 4. Select the check box of the payee to be deleted, and click Delete. 5. Click Delete to confirm the removal of the payroll payee. Alerus Financial Page 11 24

12 Submitting the ACH File After you have configured the payees and amount to be paid, you can submit the file. To submit the file: 1. On the Business Online website, click Business Apps. 2. Click on the Appropriate ACH button. 3. Specify the ACH-related details (note the asterisk (*) next to the required fields): From From Account Send Date Effective Date 1-Day / 2-Day Frequency Category The company or subsidiary that the payment is made from. The account from which payment is made. The date that the FI begins to process the payroll items. The date that recipients receive their individual payroll credits. Determines whether the effective date of payment is one or two days after the requested send date. *1-Day (2-Day is not available) The frequency of the payroll. *One Time is recommended The relevant payee category. 4. Select the check boxes of the payroll payees to be paid, ensure their payment amounts are correct, and click Submit. Alerus Financial Page 12 24

13 5. Click Confirm to issue the file. You are informed that your payroll transactions have been submitted and are presented with the relevant reference numbers. There are two types of User Rights in the system: Draft Rights and Approval Authority Rights. A user with Draft Rights can set up the Payroll transaction, but the user with Approval Authority Rights must go in afterwards to approve it before the actual transaction will go through the system. One Time PIN (aka OTP) is one way that the system can verify approval authority to proceed in a transaction that has been setup. In this scenario, a text message will be sent to the user with Approval Authority Rights. The code provided inside that text message must be entered during time of Confirmation in order for the transaction to proceed in being processed. Alerus Financial Page 13 24

14 Viewing Pending Transactions After you executed the file, you can view pending transactions. To view pending transactions: 1. On the Business Online website, click Business Apps. 2. Click on the Appropriate ACH App. 3. Click Pending Transactions. The Pending Transactions screen displays pending information. If required, you can cancel a pending transaction or a batch of transactions before it has posted. Alerus Financial Page 14 24

15 Canceling a Pending Transaction 1. On the Business Online website, click Business Apps. 2. Click on the Appropriate ACH App. 3. Click Pending Transactions. 4. To cancel a single payroll transaction, click the Cancel link for that transaction. 5. Click Cancel Transactions to proceed with the cancelation. To cancel a pending batch of transactions: 1. On the Business Online website, click Business Apps. 2. Click on Appropriate ACH App. 3. Click Pending Transactions. 4. To cancel a batch of payroll transaction, click the Cancel Batch for that specific batch. 5. Click Cancel Batch Transactions to proceed with the cancelation. Alerus Financial Page 15 24

16 Viewing Transaction History Business Online enables you to view a history of the previous payrolls you have run. To view transactions history: 1. On the Business Online, click Business Apps. 2. Click the ACH type. 3. Click Transaction Activity. 4. Provide the relevant search criteria: Date Amount Min/Max Transactions Users Accounts Select specific date or range. Enter specific amount or range. Select status (Pending/Failed) and type of transfers, debits, or credits Select user if applicable. Select all or individual account(s). 5. Click Apply (the green check mark icon). 6. The Transaction Activity screen updates to show the relevant transactions based on your selection criteria. 7. You can print the list of transactions by clicking Print Transactions. 8. To export the transactions to a file click Export to CSV. Alerus Financial Page 16 24

17 Link 1 EFTPS Tax Payments The first step in configuring EFTPS tax payments is to register Tax IDs. Tax IDs are associated with the regions where you pay taxes. Tax Forms and IDs can be registered for your main company or a subsidiary. To register (set up) a Tax ID: 1. On the Business Online, click Business Apps. 2. Click the EFTPS Tax Payments button. 3. Click the Setup Tax ID tab. 4. Select the Company or Subsidiary in the Company drop-down. 5. Select the Tax Region from the drop-down. 6. Enter the Tax ID in the Tax ID box. 7. Click the Register button to complete the process. To deregister (delete) a Tax ID: 1. On the Business Online, click Business Apps. 2. Click the EFTPS Tax Payments button. 3. Click the Setup Tax ID tab. 4. Select the Company or Subsidiary in the Company drop-down. 5. Select the checkbox of the Tax ID to be deleted. 6. Click the Delete button to deregister the Tax ID. After your Tax IDs have been registered, you can proceed to set up the Tax Forms that you need to process. To register (set up) tax forms: 1. Click the Setup Tax Form tab. 2. Select the Company or Subsidiary in the Company drop-down. 3. Select the required Tax Region from the drop-down. 4. Select the required Tax Form from the drop-down. 5. Click the Register button to add the Tax Form. To deregister (delete) tax forms: 1. Click the Setup Tax Form tab. 2. Select the Company or Subsidiary in the Company drop-down. 3. Select the checkbox of the Tax Form to be deleted. 4. Click the Delete button to deregister the Tax Form. Alerus Financial Page 17 24

18 After you have set up a Tax ID and a Tax Form, you can make EFTPS tax payments. To create an EFTPS Tax Payment: 1. On the Business Online, click Business Apps. 2. Click the EFTPS Tax Payments button. 3. Enter the relevant tax payment details: Account ID Company Tax Form Tax Amount Total Amount ($) Tax period ending Send Date Effective Date The account used to make the tax payment. The company or subsidiary paying the tax. The tax form to be processed. The forms listed will be the forms that the company or subsidiary has registered Tax IDs for. Depending on the Tax form chosen, various labels and amount fields are displayed. Based on the form selected, enter one or more amounts. The total amount, calculated as the sum of the separate amounts entered. The tax period that the payment applies to. The date to send the payment. The date the tax payment is received by the tax authority. 4. Click Submit. 5. Click Confirm. How do I view, edit and/or cancel EFTPS Tax Payments transactions? Pending, future dated, or recurring EFTPS Tax Payments transactions can be accessed from the Pending Transactions page. Alerus Financial Page 18 24

19 Transactions can be edited at the individual transaction level. Batches/transactions that can be edited will have an EDIT link to the right of the Account. To edit a scheduled transaction: 1. Locate the batch and click the Edit link. 2. Edit the transaction details. 3. Click the Save button. 4. Click the Confirm button. Transactions that can be cancelled will have a CANCEL link to the right of the account. Cancelling a recurring transaction will cancel all future occurrences. There are two ways to cancel a pending or scheduled transaction: 1. Locate the transaction and click the Cancel link on the Pending Transactions page. 2. Click the Cancel Transaction button to cancel and confirm. Alerus Financial Page 19 24

20 Or another to cancel a pending or scheduled transaction: 1. Locate the transaction on the Pending Transactions page. 2. Click the Transaction Number from the Tran # column to the left. 3. Click the Cancel Transaction button to cancel the transaction and confirm. Alerus Financial Page 20 24

21 Link 2 Child Support Payments How do I manage the Child Support Orders? The Manage Child Support Orders page allows several options for managing Child Support Payments Payees. 1. On the Business Online, click Business Apps. 2. Click the Child Support Payments button. To add a new order: 1. Click Add Order. The Add Child Support Order page is displayed. 2. Enter the required fields: Case ID, Order Nickname, Non-Custodial Parent First and Last Name, ABA Routing Number, and Account Number 3. Enter any applicable additional fields. 4. Select the radio button for the valid Account Type. 5. Enter the Usual Amount in US dollars 6. Click the Save button. To edit an order: 1. Click the Case ID. 2. Edit the Child Support Order details and click the Save button. To send a *Prenote: Select the checkbox of the Case ID and click the Send Prenote button. Click the Confirm button. *Prenotes are not required by the Bank. However, if a prenote is sent, the originator has to wait six banking days before transmitting the live entries following the prenote entry. To delete an order: Select the checkbox of the Case ID and click the Delete button. Click Delete again to confirm. How do I make a Child Support Payment in Business Online Banking? 1. Select a From company or subsidiary from the drop-down. 2. Select a From Account from the list of accounts that you have withdrawal permissions for. 3. Enter the Send Date or Next Send Date (available when Frequency is set to anything other than One Time). 4. Enter the Effective Date or Next Effective Date (available when Frequency is set to anything other than One Time). 5. Select the relevant radio button to set the effective payment date to 1 day after the requested send date. 6. Select one of the following from the Frequency drop-down: One Time Only once on the specified Child Support Payments Date Daily Every business day Alerus Financial Page 21 24

22 Every Week Every week, or every 7 days, beginning on the specified Child Support Payments Date Every Two Weeks Every other week, or every 14 days, beginning on the specified Child Support Payments Date Every Month Same day every month beginning on the Child Support Payments Date Every Last Day of the Month Last calendar day of each month Every Two Months Same calendar day of every other month Every Three Months Same calendar day of every third month Every Six Months Same calendar day of every 6th month Every Twelve Months Same calendar day of every 12th month 7. If you have scheduled your Child Support Payments with a frequency other than One Time, the following payment options become available: End Date Occurs until the selected date Fixed Number Occurs for a selected number of payments Unlimited Number Occurs until the payment is manually cancelled 8. Select one or more Payees checkboxes. 9. Select the Category from the drop-down. 10. Enter the Total Amount for each Payee. 11. Click the Submit button. 12. Click the Confirm button. How do I view, edit and/or cancel a Child Support Payments transaction? Pending, future dated or recurring Child Support Payments transactions can be accessed from the Pending Transactions page. Transactions that can be edited will have an EDIT link to the right of the Account. Alerus Financial Page 22 24

23 To edit a scheduled transaction: 1. Locate the batch and click the Edit link. 2. Edit the transaction details. 3. Click the Submit button. 4. Click the Confirm button. Transactions that can be cancelled will have a CANCEL link to the right of the account. Cancelling a recurring transaction will cancel all future occurrences. Alerus Financial Page 23 24

24 To cancel a transaction there are 2 options: Option 1: 1. Locate the transaction and click the Cancel link on the Pending Transactions page. 2. Click the Cancel Transaction button to cancel the transaction. Option 2: 1. Locate the transaction batch and click on the Transaction # link on the Pending Transactions page. 2. Click the Cancel Transaction button to cancel the transaction and confirm. Alerus Financial Page 24 24

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