E-Checks

1. E-Checks Carolyn Arita Clackamas Community College

2. Preparing to Use E-Checks • Who does it affect? • Accounts Payable • Employees/Vendors • Accounts Payable • No Printing • No Mailing • No Distributing • Employees/Vendors • No Pick-Up • No Bank Trip • No Waiting

3. Setting Up Global Parameters • APDE - AP Parameter Definition

4. Setting Up Global Parameters • APDE - AP Parameter Definition

5. Setting Up Global Parameters • ECPD – E-Check Parameters

6. Gathering Bank Account Information • Online Through WebAdvisor

7. Gathering Bank Account Information

8. Gathering Bank Account Information • Directly into Colleague Through BAIE – Bank Account Info Entry

9. Prenoting Bank Account Information • ECPP – E-Check Prenotes

10. Creates a Report in Datatel

11. Creates a File to be Sent to the Bank

12. Bank Website • Go to the Bank website to upload and send file

13. Selecting and Paying Vouchers with E-Checks • CKSE – Check Payment Selection

14. CKSE Report

15. Selecting and Paying Vouchers with E-Checks • ECHP – E-Check Production

16. Creates a Report in Datatel

17. Creates a File to be Sent to the Bank

18. Bank Website • Go to the Bank website to upload and send file

19. Employee enters bank info in Webadvisor bank info form(bank information form attached). Business Office runs ECPP to create prenote file(see #1 below) All information in BAIE will be prenoted. AP runs CKSE to select payments Bank info populates in BAIE, Bank Account Info Entry form AP runs ECHP , E-Check Production, to create ACH file to bank Business Office uploads prenote file to B of A direct AP uploads ACH file to BA direct BA direct is accessed to retrieve bad account report. Bad Accounts? Business Office enters "NO" in e-Check box in BAIE and contacts employee (see #2 below) Employee corrects bank info online

20. Please mail completed form to: Accounts Payable Clackamas Community College 19600 Molalla Avenue Oregon City, OR 97045 Or fax it to the CCC Business Office at: 503-722-5879

21. Sample Letter To our valued vendor: CCC is offering electronic payment to selected vendors. This service deposits the amount due to you directly into your bank account. Instead of a paper check, you will receive an email detailing the description, invoice numbers, and amounts of your invoices included in the ACH payment. Electronic payments eliminate the mailing time for a paper check, reduce the risk theft of a paper check, and minimize the work of preparing a deposit on your end. To sign up, simply complete and return the attached enrollment form by mail or fax. Your bank information will be entered into our accounts payable software and will be accessible only to college staff that enters the data and process payments. You may change the bank account to which the deposit is made at any time by sending an updated form. You may cancel this service and revert to paper by mailing or emailing that request. Please do not email the enrollment form or your bank information. If you have any questions about the process, please call Pat Butson in Accounts Payable at 503-594-3085 or email patb@clackamas.edu. Sincerely, Chris Robuck Director of Fiscal Services Clackamas Community College 19600 Molalla Avenue Oregon City, OR 97045-7998