Business Banking ACH & EFTPS Webcast

1. April DeLac Intuit Financial Services University Business BankingACH & EFTPS Webcast

2. Learning Objectives Main Objective: Educate your financial institution on ACH and EFTPS functionality from an administrator as well as the company perspective. By the end of this training, you will be able to perform these tasks: • Set up your ACH administrators • Establish global settings • Grant ACH to your business clients • Process files • Run reports • By the end of this training, you will know how to train/support • businesses on these tasks: • Grant the right permissions to business users • Use ACH • Create participant and batch records • Initiate/Edit/Approve an ACH batch • View activity • Send ACH files • Initiate/Approve an EFTPS file

3. ACH Terms to Know

4. IFS Terms to Know

5. Admin Platform:ACH Setup

6. Set Up your ACH Module • Four areas in your Admin Platform are needed to set up the ACH and EFTPS modules in Business Banking. Though you may want to periodically reassess these features, these tend to be the least common tasks for managing ACH and EFTPS. • Grant administrator access to the necessary ACH/EFTPS tasks. • Establish ACH/EFTPS policies. • Set up the email routing. • Create text messages on the ACH and EFTPS screens in the Customer Platform.

7. Grant Permissions to FI Administrators The FI Super User has the responsibility of setting up, editing, and deleting administrators. Grant only the necessary areas of the Admin Platform based on job function. Security  FI Admin Profile Maintenance • Notes: • “Process Uploaded ACH Files” checkbox is no longer used. • ACH Prefunding is covered in a separate webcast

8. Establish Policies Maintenance  Policies ACH Cutoff Time: Set the time at which companies can no longer submit ACH/EFTPS files to your financial institution for next-day processing (in military time). Suppress ACH Email Notification: Check this box to prevent the system from generating an email to your financial institution upon a company submitting an ACH or Tax Payment file. This also suppresses the email back to the company when your financial institution processes the file. (The financial institution email address is specified on the Workflow Email Routing screen.)

9. Establish Policies Maintenance  Policies Update Invalid Effective Entry Date for ACH Send: Check this box to have the system automatically update the effective date when a company uploads an ACH file with an invalid effective date. An invalid date is defined as the previous, current, or non-processing day within the effective date control setting. The effective date will be updated to be next business day after the date in the file. Yet if the effective date is any day past the effective date control setting, the upload will fail. Regardless of this selection, the system will always input the following business day if the effective date is missing. ACH Reversal: Check this box to grant global access to an online form that allows a company to request a reversal on an ACH transaction. Effective Date Control ACH/EFTPS: Select the number of days (1-30) in which a company can future-date an ACH or EFTPS file.

10. Establish Policies Defaults:Controls the initial state of some of the Customer Maintenance checkboxes when adding a new company to the system. These are initial settings only. Note: Updating the defaults does not affect any existing companies.

11. Set Up Email Routing In the ACH-specific fields, enter up to five email addresses for your employees who need to know when certain ACH activity has occurred. Communications  Workflow Email Routing ACH File Mover Download: Notice when File Mover picks up your files and delivers them to your host (if applicable, more info on File Mover later) ACH Prefunding Pending Submission: covered in ACH Prefunding webcast ACH Reversal: Notice when a company submits this form ACH/EFTPS Submissions: Notice when a new ACH or EFTPS file is delivered to the FI Admin Platform and is ready for processing.

12. Create Messages Customize text messages at the top of the ACH and EFTPS screens in the Customer Platform. Recommended messages include cutoff times and helpful hints. Some HMTL is allowed. Communications  Messages

13. Admin Platform:Add/Update a Company

14. Managing your ACH Module • More common tasks in your Admin Platform for ACH and EFTPS: • Grant ACH/EFTPS to a new or existing company. • Process ACH/EFTPS files (covered at the end of the webcast). • Run reports on ACH/EFTPS activity (covered at the end of the webcast).

15. Add a New Company To grant a new company ACH and/or EFTPS functionality, first designate which accounts will have this functionality. Maintenance  Add New Customer Next scroll down to Banking Services…

16. Banking Services – Definitions • Daily limits: Define the absolute limits for the sum total of transactions a company may request per day. ACH limits are split into credit and debit origination limits. NOTE: The offsetting transaction is not included in these amounts (i.e for a payroll file, only the credit limit is used for the amount of the payroll file). • *Balanced Batches Required: Select toforce the company to balance the credits or debits in an ACH batch with an equal offsetting transaction. • Balanced and Unbalanced Batches Allowed: Select to allowthe company to submit balanced or unbalanced batches (batches without an offsetting transaction). • Require Approval: Check this box torequire approval on all initiated files, regardless of amount. The user that initiated the file can approve the file if they have been designated as an approver. • Require Approval by Other User: Check this box along with Require Approval torequire another user’s approval on all initiated files, regardless of amount. Check the box by itself to require another user’s approval only on files over the initiator’s user limits.

17. Banking Services – Definitions • Restrict ACH Initiation if User Limits are exceeded: Check this box to make the user’s limits absolute limits that cannot be exceeded. The system will reject any transaction exceeding the user’s transaction or daily limit. • Suppress ACH Send File: Check this box to restrict the company from uploading a completed ACH batch from a external/third party source. • Re-presented Check: Check this box toallow the company tore-present checks that have been processed through the check collection system and returned because of insufficient or uncollected funds. • NOTE: The FI admin must also select the SEC code of RCK • Suppress ACH ID Validation: Check this box to have the system bypass the default system validation preformed on ACH IDs in files uploaded via the Send ACH File feature. • ACH ID and ACH Description: Define the primary ACH ID and ACH Description for the company. ACH IDs should be “1” + TIN. • Effective Date Control ACH/EFTPS: Select the number of days (1-30) for which a company may future-date ACH and EFTPS files. This field defaults to the value on the Policies screen.

18. Add a New Company Daily limits: Define the absolute limits for the sum total of transactions a company may request per day. Allow Unbalanced Files: Check this box to allow the company to create balanced or unbalanced files. Require Approval: same definition as for ACH. Require Approval by Other User: same definition as for ACH. Restrict Tax Payment Initiation if User Limits are exceeded: same definition as for ACH. Tax ID and Taxpayer Name: Enter the Tax Identification Number and name of the company. NOTE: Additional Tax IDs can be entered on the Customer Maintenance screen.

19. Update a Company • Two ways to update a company record: • When setting up a new company, click Add and the Update Customer screen loads automatically. • Search for an existing company in the Customer Maintenance screen. Maintenance  Customer Maintenance

20. Update a Company On the Update Customer screen, FI administrators may adjust any ACH/EFTPS settings, such as limits, approvals, etc. FI administrators must come here to add additional ACH IDs, enable SEC codes, and add additional Tax IDs (see next two slides). Click the ACH ID button to access the ACH ID Maintenance pop-up. Add up to 999 ACH IDs and corresponding descriptions. Edit or delete current IDs.

21. Update a Company The financial institution can determine which SEC codes they want to make available to a particular company. Select CCD and PPD in order for the company to have the ability to build ACH files from scratch inside Business Banking. Select RCK in order for the company to have the ability to represent checks electronically as an ACH inside Business Banking. The other SEC codes are applicable to ACH Send files. .

22. SEC Code Definitions PPD - Pre-arranged Payment or Deposit – Used for initiating ACH transactions to and from individuals, most commonly used for purposes of Direct Deposit and Direct Payment. CCD - Cash Concentration or Disbursement – Funds are either distributed or consolidated between corporate entities. This application can serve as a stand-alone funds transfer, or it can support a limited amount of payment related data with the funds transfer. CTX - Corporate Trade Exchange – The transfer of funds within a trading partner relationship in which a full ANSI ASC X12 message or payment related UN/EDIFACT information is sent with the funds transfer. RCK - Re-presented Check Entry – A single entry ACH debit application used by Originators to re-present a check that has been processed through the check collection system and returned because of insufficient or uncollected funds. ARC - Accounts Receivable Entry – An application that enables an Originator to convert to a single entry ACH debit a consumer check received via the U.S. mail or at a drop box location for the payment of goods or services. WEB - Internet-Initiated Entry – An ACH debit application to a consumer’s account pursuant to an authorization that is obtained from the Receiver via the Internet. TEL - Telephone-Initiated Entry – A single entry debit transaction to a consumer’s account pursuant to an oral authorization obtained from the consumer via the telephone.

23. Manage ACH and Tax IDs The financial institution can enter an additional 999 Tax IDs and corresponding taxpayer names for a particular company. The financial institution can also update names and delete records. These IDs populate in the Customer Platform when a company is creating an EFTPS file.

24. Customer Platform:ACH Setup

25. Set Up ACH at the Company • Like your setup in the Admin Platform, business users need to visit a few screens to set up ACH properly. It’s likely the business will need to do these steps initially and then on a limited basis… • Grant other employees access to the necessary ACH tasks. • Add participants. • Create batch templates. • Link participants to the appropriate batch(es).

26. Grant ACH/EFTPS to End Users Admin  User Profile Maintenance The Company Administrator may delegate ACH tasks to other employees. First select the accounts the user can use with ACH and/or Tax Payments. Next scroll down to the ACH and Tax Payments sections…

27. ACH Permissions The Allow ACH main box is pre-selected once an account is checked in the Account List above. Determine which areas of ACH this user can access. Participant Maintenance: allows the user to create, modify, and/or delete ACH participants. ACH Approval: allows the user to approve and/or deny their ACH file submittals and/or ACH file submittals from other company users that are within their limits. Batch Template Maintenance: allows the user to create, modify, and/or delete ACH batch templates. Reversal: Check this box to allow the user to request an ACH reversal online. Re-Presented Check: allows the company tore-present checks that have been processed through the check collection system and returned because of insufficient or uncollected funds. Transaction Entry Maintenance: allows the user to define which participants are included in which ACH batches. Suppress Email Approval Request: prevents the system from generating an email, to the user, upon another user initiating an ACH batch. NOTE: The email that is generated upon a user exceeding their daily/transaction limit will also be suppressed, unless the financial institution has restricted this feature altogether via the "Restrict ACH initiation if User Limits are exceeded" checkbox.

28. ACH Permissions The Allow ACH main box is pre-selected once an account is checked in the Account List above. Determine which areas of ACH this user can access. Initiate Batch: allows the user to submit ACH batches. Import ACH Data: allows the user to import external ACH batches and add their batch and participant definitions to the Business Banking system. Send ACH File: allows the user to submit external ACH batches to the financial institution. Daily Credit/Debit Limit: Set the cumulative maximum amount of credit/debit transactions (i.e. outgoing/incoming funds) the user can submit per day. Batch Credit/Debit Limit: Set the maximum amount of credit/debit transactions (i.e. outgoing/incoming funds) the user can include in any single ACH batch. Daily Approval Credit/Debit Limits: Set the cumulative maximum amount of credit/debit transactions the user can approve per day. Batch Approval Credit/Debit Limit: Set the maximum amount of credit/debit transactions the user can approve in any single ACH batch. NOTE: The offsetting transaction is not counted in the limits for balanced files.

29. EFTPS Permissions The Allow Tax Payments main box is pre-selected once an account is checked in the Account List above. Determine which areas of EFTPS this user can access. Tax Payments: Check this box to allow the user to submit tax payments. Suppress Email Approval Request: Check this box to prevent the system from generating an email, to the user, upon another user initiating a Tax Payment. NOTE: The email that is generated upon a user exceeding their daily/transaction limit will also be suppressed, unless the financial institution has restricted this feature via the “Restrict Tax Payment initiation if User Limits are exceeded" checkbox. Tax Payment Approval: Check this box to allow the user to approve and/or deny their tax payment submittals and/or tax payment submittals from other company users that are within their limits: Daily Limit: Set the cumulative maximum amount of tax payments the user can submit per day. Transaction Limit: Set the maximum amount of tax payments the user can submit in any single transaction. Daily Approval Limit: Set the cumulative maximum amount of tax payments the user can approve per day. Transaction Approval Limit: Set the maximum amount of tax payments the user can approve in any single transaction.

30. Customer Platform:Initiate an ACH File

31. ACH Process Overview • The business user’s steps for setting up/initiating an ACH file created in Business Banking: • Define participants (Participant Maintenance) • Define batch attributes (Batch Template Maintenance) • Assign participants to the batch (Transaction Entry Maintenance) • Submit the batch (Initiate Batch) • Approve the batch if needed • (ACH Admin Approval/Activity) *Remember the three maintenance steps are only needed to build the file. The company should have minimal on-going work here.

32. Step 1: Participant Maintenance Participant– the individual or organization that receives the ACH transaction. See next two slides for field descriptions!

33. Step 1: Participant Maintenance • Enter the Participant ID in the first available participant IDfield. The participant ID is a unique number assigned to each participant that is used to search for, and identify, the participant on the various ACH screens. An example of a participant ID is an employee’s social security number or a business’ tax ID number. • Enter the name of the individual or company in the Participant Name field. • Enter the participant’s financial institution information in the Route No. and Account No. fields (the system does a check digit calculation to verify the routing number is valid). • Enter the transaction amount in the Amount field. This amount is the initial setting for this participant whenever a batch is initiated and may be changed on the ACH Initiate screen. • Select a transaction type from the Transaction Type dropdown. This indicates how the participant’s account is affected by the ACH transaction. All these fields are required.

34. Step 1: Participant Maintenance • Check the Prenote box if you want this participant to be set as a prenote transaction when first added to a batch. (The system will switch off the Prenote setting automatically after the batch is initiated.) • Fill in a message in the Addenda field. This message will be included with the transaction when the ACH file is created. Addenda records can be up to 80 characters per participant. • Set an Ending Date (in mm/dd/yyyy format) if the participant definition is intended to be used only for a fixed period of time. • Click the Add button. • Note: Up to three participants may be added at the same time; each row represents one participant’s complete information. To add another participant, repeat steps 1 through 8. All these fields are optional.

35. Step 2: Batch Template Maintenance Batch Template Maintenance:define the ACH batch: the template name, the batch class and the offset account. This screen allows you to create new templates, as well as update or delete existing templates. Note: All fields are required with the exception of the offset account if your financial institution allows this company to submit unbalanced files.

36. Step 2: Batch Template Maintenance • Enter the template name in the Template Name input field. This is used on the Initiate screen to select the template. • Fill in a Template Description that explains the purpose of the template. This is included in the ACH batch header. • Select either PPD – Personal Payments or CCD – Corporate Payments from the ACH Batch Class dropdown. • Select an ACH ID from the ACH ID dropdown. This list is populated with the ACH IDs your financial institution enters in the Admin Platform. • From the Offset Account dropdown, select the account that should receive the transaction to balance the file. Ex: in a payroll file, select the payroll checking account to debit for the sum of all direct deposits. • Note: Only when your financial institution accepts unbalanced ACH files from a company will the Create offsetting transaction checkbox display. Uncheck the box to omit an offsetting transaction from the file. Leave the box checked to generate a balanced file. • Click the Add button.

37. Step 3: Transaction Entry Maintenance On the Transaction Entry Maintenance screen, associate participants with templates, bringing together the definitions created earlier. • From the Template Name dropdown list, select the template to modify. • All participants display in the table. Sort the table if desired using the arrows in any column header. Check the Entries box to add a participant to the template. Note: participants may be linked to more than one template. • Click Update.

38. Step 4: Initiate Batch Create the file on the Initiate Batch screen. Note that the user’s daily limits (and how much are used) and the batch limits display at the top.

39. Step 4: Initiate Batch • From the Template Name dropdown, select the batch template that you want to initiate. The screen refreshes to show all participants linked to that template. • The effective date defaults to the following day. If desired, future date the batch up to 30 calendar days in the future. Current date or previous dates are not accepted. Using a calendar system to evaluate the validity of the date, the field does not accept weekends and Federal Reserve non-processing days. • Check the Hold box to omit a certain participant from this batch. • Change the Amount, Prenote, or Addenda fields, if desired. • Click the Reset button at any time to reset all fields to their previously saved values. Note that you can sort the table by clicking the up and down arrows in any of the column headers. • Click the Initiate button to create the file or click Save to save changes for further editing (the file is now listed under Edit Batch—see next slide). Effective dates for prenotes: NACHA recommends that if a prenote is originated, the company wait six business days before originating a live dollar amount. The purpose for this wait period is to allow the receiving financial institution to analyze the prenote and, if necessary, send back a notification of change or return it.

40. Edit Batch If a user selects Save on the Initiate Batch screen, the file is assigned a Batch ID and becomes available on the Edit Batch screen. All pending batches requiring approval also display here. A user may edit and save changes an unlimited times, or a user may delete the file. Once the edits are complete, click Initiate (all the same approval steps apply).

41. Step 4: Initiate Batch When a user clicks Initiate and approval is not required, the FI administrator(s) designated on Workflow Email Routing get an email notification. If approval is required, all the ACH approvers at the company get an email and one must approve the file in order to send to the financial institution. • When is approval required? • If an ACH batch exceeds the user’s limits • If your financial institution set up the company where approval is required on all ACH batches, regardless of the limits. • Who can approve the batch? • The Company Admin plus any user that has the ACH Approval box checked under User Maintenance • If your financial institution checked “Require Approval by Other User” on the Admin Platform, the user that initiates the file CANNOT approve their own batch.

42. ACH Admin Approval/Activity • Actions for Pending activity (view the Profile Details to help make decision): • Approve – sends an email notice to the financial institution and sends the batch to the Admin Platform for processing. Moves to the Completed Activity table on this screen. Note: the approver can edit the effective date before approving. • Delete – completely erases the batch from the system • Deny – enter the Deny message first and click Deny. Moves to the Denied Activity table on this screen. Sends an email notice back to the initiator.

43. ACH Batch Details ACH Batch Details: This pop-up window displays various batch information in the top half and then participant details below. Note the Print button at the top.

44. ACH Admin Approval/Activity • Denied ACH Activity: Lists all of the company’s ACH batches that have been denied. The deny messages can also be viewed. • Completed ACH Activity: Lists all of the company’s ACH batches that have been sent to the financial institution for processing: • Approved: File has been sent to the financial institution for processing. • Downloaded: File was processed by financial institution. • Deleted by FI: File was deleted by the financial institution. • Send ACH Activity &Import ACH Activity: Lists all of the company’s successful and failed attempts of inputting a Send or Imported ACH file into the system. Click the reference number to view batch details for successes or error descriptions for failures. • NOTE: Activity remains here for ten (10) calendar days.

45. Customer Platform:Send an ACH File

46. ACH Send Overview • The business user’s steps for sending an ACH file that was created in another system: • Upload the file into the system (Send ACH File) • Approve the file if needed (ACH Admin Approval/Activity) There are no maintenance steps for sending an ACH file.

47. Send ACH File • Send ACH File: Companies that manage their participant entries and batches outside of the Business Banking system may upload a Standard NACHA file via this screen. A single file may include up to 15,000 transactions. Sending balanced versus unbalanced files: Scenario A: The “Balanced ACH File” checkbox displays only when the financial institution requires a company to submit balanced ACH files. The offsetting transaction amount is omitted from the used limits for the company and the user. Scenario B: The “Balanced ACH File” checkbox displays if your financial institution allows a company to submit unbalanced ACH files. Check this box to send a balanced file or leave unchecked to send an unbalanced file (caveat: if the file is balanced yet the user doesn’t check the box, the offset transaction is included in the used limits).

48. Send ACH File The verification screen summarizes the file’s attributes. Once the user clicks Submit, the validation steps (listed on the next page) are carried through. Go to the Activity screen to see if the upload was successful or failed. • Why would this fail? • If the file is not in NACHA format. • If the ACH ID in the file isn’t listed in the ACH ID table in the Admin Platform (unless the financial institution checked Suppress ACH ID Validation). • If the user checked Balanced File yet the credits and debit are not equal. • If the file contains a past or current effective date and your financial institution did not check the “Update Invalid Effective Entry Date” under Policies. If the file is sent successfully and approval is not required, an email goes to the FI administrators(s) designated on Workflow Email Routing. If approval is required, all the ACH approvers at the company get an email and one must approve the file to submit to the financial institution .

49. Send ACH File Validation • NACHA formatted: The file must be in Standard NACHA format. • Limits: The file’s amounts must be within the established limits for the Company and the user. • Effective Date: Date must be at least one business day in advance but not out past the Financial Institution’s Effective Date Control setting. NOTE: This validation can be bypassed if the financial institution checks the “Update Invalid effective entry date for ACH Send” box in the FI Admin Platform. • ACH ID: If the financial institution is requiring ACH ID validation, the system cross-references the number with the ACH ID table in the FI Admin Platform. NOTE: This validation can be bypassed if the financial institution checks the “Suppress ACH ID Validation” box in the FI Admin Platform. • SEC code: The SEC code in the file must been one that was enabled for the company in the FI Admin Platform. • Balanced: If the financial institution is requiring that ACH files be balanced, the system checks that the amount of the offsetting transaction equals the sum of the debit/credit transactions in the batch. The system will also check the following details of the offsetting account: • Routing Number: The routing number must match the Financial Institution’s Originating Depository Financial Institution (ODFI) number established during Implementations. • Account Number: The account number must match an account that has been enabled for ACH processing and linked to the primary or a secondary company (in the FI Admin Platform) and user (User Maintenance). • Transaction Code: This must be opposite of the origination file type (debit /credit).

50. Customer Platform:Re-Presented Checks