ACH Services & Payments

Transcription

1 ACH Services & Payments itreasury Module User Guide It s time to expect more. Regions Bank Member FDIC

2 1 Welcome to Regions itreasury Welcome to Regions itreasury online banking. The itreasury suite of services provides an electronic window to your bank account through any PC with access to the Internet. itreasury gives you the tools you need to manage your accounts from one point of control. using a standard web browser, you will be able to access a streamlined menu of easy to use cash management products. Need Help? If you have questions after reviewing this guide, call Regions Commercial Client Services at from 7 AM to 6 PM Central Time. Minimum Operating Requirements > > Screen resolution of 1024 x 786 or larger. > The browser should have the latest version of Sun Microsystems Java enabled ( > High-speed Internet connection. > Getting Started Depending on your company s elected service options and individual user permissions, you may or may not see all screens and options to perform the tasks described in this guide. Access itreasury by entering the following URL into your web browser:

3 2 ACH SERVICES AND PAYMENTS The Automated Clearing House (ACH) is a central clearing facility operated by the Federal Reserve Bank. This clearing house receives and distributes electronic payments among banks and performs settlement functions. The ACH Network includes financial institutions located in the United States, Guam and Puerto Rico. Using itreasury, companies can initiate electronic payment or withdrawal transactions. These transactions flow through Regions to the Automated Clearing House which then distributes them to the receiving banks. On the settlement date, funds are transferred between your account and the account of the receiver. If you initiate electronic payroll transactions through Regions, the transactions are sent through the Automated Clearing House to your employees banks. On the settlement date, Regions debits your account and the respective institutions credit your employees accounts. Note: Information regarding ACH and NACHA rules has been gathered from the ACH and NACHA guides. For further detail and information regarding ACH and / or NACHA rules, visit ACH TIMEFRAMES itreasury Processing Windows (Central Time) o 10:00 AM o 12:45 PM o 3:45 PM o 6:00 PM o 8:00 PM Batches released after the last window of the day will process in the first window of the following business day (10:00 AM). Note: Batches may be future dated up to 30 calendar days. Reversals Requests must be submitted to Regions Commercial Client Services before 3:00 PM CT for same day processing. Returns Requests must be submitted to Regions Commercial Client Services before 3:00 PM CT for same day processing. Note: Successful ACH reversals and returns are not guaranteed. Contact Regions Commercial Client Services for additional information on initiating requests of this type. ACH SERVICES WORKFLOW The options available under ACH Services may include the following (depending on the user s level of access): Common ACH Applications Database Maintenance Batch Maintenance Import, Export and Validator

4 3 ITREASURY ACH APPLICATIONS ACH applications define the type of transfer being initiated. Each application has been designed to hold the specific information needed to complete a particular type of transaction. For example, when paying employees via direct deposit, the appropriate ACH application selection would be Payroll. Similarly, tax applications process payments to federal, state or local agencies. There are numerous ACH applications available from which to choose. The following are examples of some of most commonly used ACH applications. Note: For a complete list of the available ACH Applications and their descriptions, refer to ACH Application Descriptions later in this section. ACCESS DATABASE SUMMARY & DETAIL Transaction records / entries can be entered manually or imported into an existing database. The manual keying of entries is performed on the Database Detail screen, which is accessed from the Database Summary screen. To access these screens, follow the steps below: 1. From the itreasury Dashboard (main screen), select ACH Payments. 2. Click the Name link. 3. The system will display the Database Summary screen. To create a new entry or transaction record for payee information to be entered manually, click Add. The system will display the Database Detail screen. a. The Database Detail screen is specific to the type of application selected for the current database. The information required may be different depending on the type of transaction being created (i.e. payroll, cash concentration, EFTPS tax, etc).

5 4 APPLICATION: Payroll One of the most commonly used ACH applications is Payroll. The following is an explanation for each field on the Database Detail screen for this application. Employee Name Employee ID Net Pay Employee s Bank ID Employee s Bank Acct No Account Type Start Date Create Prenote Last Pay Date Prenote Date Hold Transfer First and last name of the recipient / employee receiving the funds. Identification to track each entry. If there is no defined ID for this entry, it is recommended to use the last 4 digits of the employee s Social Security Number or last name. Any type of unique identifier can be entered. Exact dollar amount intended to post to the recipient s account. Receiving bank s routing/aba number. Recipient s account number at the receiving bank. Recipient s account type. The available options are: Checking Loan Savings Current date or leave blank. If left blank, the system will prompt a confirmation of the blank field when saving. If a future date is entered, the system will not include this transaction in any batches created prior to the date entered. Leave blank unless creating a prenote-only batch ($0.00 batch to verify account information) before submitting live payroll. If sending a Prenote batch, allow 10 days for all items to settle or reject before submitting live payroll batches. Leave blank. The system will auto-fill and update field after each submitted batch. Leave blank. The system will auto-fill and update field after each submitted batch (if applicable). Leave blank unless restricting this specific entry from being included in a future batch. If Hold Transfer is selected, be sure to remove the checkmark when ready to include the entry in a batch. 1. To add another entry right away, click Add. 2. To save the entry, click Save. 3. To clear all fields, click Reset. 4. To return to the Database Summary screen, click the Database Summary link at the top of the screen.

6 5 APPLICATION: Cash Concentration Remote Location Name Remote Location No Amount Remote Bank Acct No Remote Bank ID Account Type Start Date Create Prenote Last Transfer Date Prenote Date Hold Transfer Name of the receiving company or branch. Identification number, store location number or general ledger number for the receiving company / branch. Exact dollar amount intended to be debited from the remote account. Account number at receiving bank. Receiving bank s routing / ABA number. Remote location account type. The available options are: Checking Loan Savings General Ledger Current date or leave blank. If left blank, the system will prompt a confirmation of the blank field when saving. If a future date is entered, the system will not allow a batch being created to include this specific entry until the future date has been reached or passed. Leave blank unless creating a prenote-only batch ($0.00 batch to verify account information) before submitting live batch. If sending a prenote batch, allow 10 days for all items to settle or reject before submitting live batch. Leave blank. The system will auto-fill and update field after each submitted batch. Leave blank. The system will auto-fill and update field after each submitted batch (if applicable). Leave blank unless restricting this specific entry from being included in a future batch. If Hold Transfer is selected, be sure to remove the checkmark when ready to include the entry in a subsequent batch. 1. To add another entry right away, click Add. 2. To save entry, click Save. 3. To clear all fields, click Reset. 4. To return to the Database Summary screen, click the Database Summary link at the top of the screen.

7 6 APPLICATION: Consumer Debits & Credits Customer Name Customer ID Amount Customer Bank ID Customer Bank Account No Account Type Transaction Type Discretionary Data Start Date Create Prenote Last Payment/Collection Date Prenote Date Hold Transfer First and last name of the recipient being credited / debited. Identification to track each entry. If there is no defined ID for this entry, it is recommended to use the last 4 digits of the Customer s social security number or last name. Any type of unique identifier can be entered. Exact dollar amount intended to be credited/debited from the recipient s account. Receiving bank s routing / ABA number. Recipient s account number at the receiving bank. Recipient account type. The available options are: Checking Loan Savings Select the type of transaction intended to post to the recipient s account. Credit Debit Two-character field specifically designated for submitting funds for medical savings. Leave blank unless instructed otherwise. Current date or leave blank. If left blank, the system will prompt a confirmation of the blank field when saving. If a future date is entered, the system will not allow a batch being created to include this specific entry until the future date has been reached or passed. Leave blank unless creating a Prenote-only batch ($0.00 batch to verify account information) before submitting live batch. If sending a Prenote batch, allow 10 days for all items to settle or reject before submitting live batch. Leave blank. The system will auto-fill and update field after each submitted batch. Leave blank. The system will auto-fill and update field after each submitted batch. Leave blank unless restricting this specific entry from being included in a future batch. If Hold Transfer is selected, be sure to remove the checkmark when ready to include the entry in a batch. 1. To add another entry right away, click Add. 2. To save the entry, click Save. 3. To clear all fields, click Reset. 4. To return to the Database Summary screen, click the Database Summary link at the top of the screen.

8 7 APPLICATION: EFTPS Tax Taxpayer Name Taxpayer ID Amount fields (1, 2, 3) Subcategory fields (1, 2, 3) Total Amount to Pay Zero Tax Due Receiving Bank ID Tax Period End Date Receiving Bank Account No Tax Type Code Last Payment Date Create Prenote Hold Transfer Prenote Date Company name Company s Federal Tax ID or Social Security Number Amount 1 Social Security amount (if reporting each category separately) Amount 2 Medicare amount Amount 3 Other withholding amount The system will automatically calculate these amounts. If only paying one total amount, enter that specific amount in the Amount 1 field. Amount 2 and Amount 3 can be left blank. If submitting taxes but have a zero amount due, leave the Amount fields blank and place a checkmark next to Zero Tax Due. IRS number or other subcategory numbers that correspond with each amount field (if applicable). Field is pre-filled with the total of amounts listed in Amount 1, 2 and 3 fields. If submitting taxes but have a zero amount due, place a checkmark in this box. Fields are pre-filled with EFTPS tax details. First day of the last month of the quarter that is being paid. For example, if the payment is for the quarter ending in December of 2010, enter 12/01/2010 in this field. Fields are pre-filled with EFTPS tax details. Enter or use the search box to locate the appropriate Tax Type code. This information should be provided by the Company s Accountant or Financial Advisor. If uncertain of the appropriate code to use, contact the Tax Department to determine which code should be selected. Leave blank. The system will auto-fill and update field after each submitted batch. Leave blank unless creating a Prenote-only batch ($0.00 batch to verify account information) before submitting live batch. If sending a Prenote batch, allow 10 days for all items to settle or reject before submitting live batch. Leave blank unless restricting this specific entry from being included in a future batch. If Hold Transfer is selected, be sure to remove the checkmark when ready to include the entry in a batch. Leave blank. The system will auto-fill and update field after each submitted batch (if applicable). 1. To add another entry right away, click Add. 2. To save the entry, click Save. 3. To clear all fields, click Reset. 4. To return to the Database Summary screen, click the Database Summary link at the top of the screen.

9 8 APPLICATION: Vendor Payments Vendor Name Vendor ID Amount Payment Description Vendor Bank ID Account Type Vendor Bank Acct No Last Payment Date Create Prenote Hold Transfer Prenote Date Receiving company name Receiving company Federal Tax ID or any other ID designated to the Vendor Exact dollar amount intended for Vendor payment. Instruction, reference number and / or additional information the receiving company should receive with payment. Receiving bank s routing/aba number Vendor account type. The available options are: Checking Loan Savings General Ledger Vendor account number at the receiving bank Leave blank. The system will auto-fill and update field after each submitted batch. Leave blank unless creating a Prenote-only batch ($0.00 batch to verify account information) before submitting live batch. If sending a Prenote batch, allow 10 days for all items to settle or reject before submitting live batch. Leave blank unless restricting this specific entry from being included in a future batch. If Hold Transfer is selected, be sure to remove the checkmark when ready to include the entry in a batch. Leave blank. The system will auto-fill and update field after each submitted batch (if applicable). 1. To add another entry right away, click Add. 2. To save the entry, click Save. 3. To clear all fields, click Reset. 4. To return to the Database Summary screen, click the Database Summary link at the top of the screen.

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11 10 ACH APPLICATION DESCRIPTIONS The following is a list of all available itreasury ACH applications and a brief description of each type. To discuss adding additional applications to your itreasury service, please contact your Regions Treasury Management Representative. Payroll - Standard Direct Deposit application that requires written authorization from your employee. Cash Concentration This application is used to concentrate funds within a company or to process payments with trading partners. Cash Disbursement This application is used to disburse funds within a company or to process payments with trading partners. Cash Concentration & Disbursement This application is a combination of the Cash Concentration and Cash Disbursement applications. It is used to concentrate or disburse funds within a company or to process payments with trading partners. Consumer Credits This application is used for other non-payroll consumer based credit transactions (i.e. refunds, adjustments, benefit payouts, etc.) and requires written authorization from the consumer. Consumer Debits This application is used for consumer based debit transactions (i.e. purchases, bill payments, monthly fees, etc.) and requires written authorization from the consumer. Consumer Credits & Debits This application is a combination of the Consumer Credits and Consumer Debits applications. It is used for consumer based credit or debit transactions and requires written authorization from the consumer. EFTPS Federal Tax Allows payment for a variety of federal tax types. The company must register with EFTPS is before use. For specific confirmation on the availability of a tax type, please obtain the tax type code from your Accountant, Financial Advisor or local Tax Department. Federal Child Support Allows for the payment of federal child support. State Tax Payments Tax applications for all states (excluding New Hampshire, D.C. and Puerto Rico). Many states also have city/county/parrish and other local tax types available. For specific confirmation on the availability of a tax type, please obtain the tax type code from your Accountant, Financial Advisor or local Tax Department. State Child Support Child support payment applications for all states except the following: Delaware, Hawaii, Idaho, Maryland, Montana, North Dakota, South Dakota, Rhode Island and Utah. Vendor Payments (With NTE) This application provides space for up to 77 characters of addenda information to include with the payment. The NTE (stands for note ) prefix will be added to the addenda record, and it is generally an indication that the addenda information is not in a predetermined format to be translated by the receiver. Vendor Payments (Without NTE) This application is very similar to the Vendor Payments (With NTE) application, however this application does not add the NTE prefix to the line of addenda, which allows the full 80 characters of addenda to be used. This is helpful when your company and the receiver have agreed upon a specific format for the included line of addenda. Vendor Payment Debits This application creates debits, but is otherwise the same as Vendor Payments (Without NTE) application. Web Initiated Payments - Similar to the Customer Debit application, this application is used for consumer transactions that have been authorized over the internet. Telephone Initiated Payments Similar to the Customer Debit application, this application is used for consumer transactions that have been authorized over the phone.

12 This guide is for general informational and reference purposes only and is entirely subject and subordinate to the terms of the respective written agreements for the products and services described above. This guide does not constitute a contract or representation or warranty of any kind, express or implied, nor does it in any way supplement, replace, modify, or amend the terms and provisions of the written agreements that govern the products and services. You should review actual product and service agreements carefully to understand the terms that govern the products and services and the rights, responsibilities, and liabilities of parties thereunder Regions Bank. Member FDIC.