Business Bill Pay User Guide

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Brice Greene
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1 Business Bill Pay User Guide Convenience doesn t just happen 9 to 5, it works overtime. Business Bill Pay is designed to help small businesses manage their bills and account information. This user guide will help you learn: How Bill Pay can simplify life for your customers. Understand the approval process for bill pay transactions and payroll. How to create and manage payees as well as transactions. Reports and Options for managing bill pay account information. Providence Bank s Support Team is here to assist you with your bill pay functionality. You can contact with us via phone at or by at ebanking@myprovidencebank.com Hours of Support: Monday-Friday, 8:00 a.m.- 5:00 p.m. CST Getting Started with Bill Pay... 3 Home Page... 5 Message Center... 6 Attention Required... 6 Shortcut Method... 6 Scheduled... 6 History... 6 Since You Last Logged In... 6 Payees Tab... 7 Add a Payee... 7 Add a Company... 8 Add an Individual... 9 Payee Locked Out Add a Bank or Credit Union View Payees Import Payee Manage Categories Payments Tab Single Payments Invoice/Comment Processing Information Payment Date Calendar Tax Payments Recurring Payments Scheduled Transactions Transaction History Calendar View Accounts Single Transfer Recurring Transfer Options Tab

2 Company Profile Personal Profile View Contact Info Default Page Challenge Phrases Manage Bill Pay Accounts...36 Add New Account.36 Bill Pay Accounts e-notifications Event e-notifications Log Out..37 Recurring Reminders.38 Manage Users 39 Add New User...39 Reports 39 2

3 Getting Started with Bill Pay Log in to your Online Banking account. Click on the Bill Pay tab. You will be asked to accept the Terms and Conditions and choose the account that you will use most often to pay bills. Online Agreement Before you can begin using Bill Pay, you must agree to the Terms and Conditions for Bill Pay. 1. Review the Terms & Conditions 2. Check Yes, I accept the terms & conditions 3. Click Go to proceed. 3

4 On the first login, users are required to set up Challenge prompts and create their Security Key. This applies to each sub user on the business bill pay account. Security Key A word, phrase, or series of characters created by the subscriber to authenticate the bill pay site. This displays on the screen after they enter the bill pay site and slides off to the left. 4

5 Home Page This provides a snapshot view of the user s bill pay activity. 5

6 Message Center The secure message center allows the user to receive broadcast messages from Providence Bank and individual messages from Bill Pay Support for Payment Inquires. These remain in the message center for 180 days, or until the subscriber deletes them. Attention Required Users see Attention Required when actions must be taken. This includes: Payees requiring activation Transactions awaiting approval Shortcut Method Provides a faster way to schedule transactions and is based on previous bill payment history. Scheduled Displays transactions scheduled to process within the next 30 days with the options to Edit or Stop transactions up until the processing time on the Process Date. Sub users, with the Manage Users permission, have the ability to select whose transactions are displayed on the homepage. o All transaction or o Their own transactions This is accomplished by selecting the appropriate view option of All Transactions or My Transactions This is defaulted to display My Transactions. The view chosen when the sub user leaves the bill pay session will be the display on the next login. History Displays transactions processed within the last 30 days with the option to View the details. Since You Last Logged In Displays reminders that were sent to pay bills. 6

7 Payees Tab Add a Payee Users add payees to the bill pay system. Three types of payees can be added: Company Individual Bank or Credit Union 7

Each time the user adds a new payee the system attempts to pull a correct payee match from

8 Add a Company When adding a company, the user enters information from their statement. The bill pay platform attempts to locate a payee match based on that information. Each time the user adds a new payee the system attempts to pull a correct payee match from their information. If no match is found or an incorrect match is found, the user is required to enter the payees address. 8

account information through a secure process.

9 Add an Individual There are three options to add an individual as a payee: Electronic o Allow the recipient to provide their banking information The recipient provides their account information through a secure process. o I have the bank account information The user provides the recipient s account information. Check o A check is mailed to the recipient. 9

Allow Them to Provide Their Banking Information - Pay a Person The user can set up an individual to receive ACH transactions by allowing the payee to provide their account information.

10 Allow Them to Provide Their Banking Information - Pay a Person The user can set up an individual to receive ACH transactions by allowing the payee to provide their account information. The payee receives an with a secure link that request security validation and their account information. Account information is passed behind the scenes and not available to the user at any time. Input payee s information. Create a Keyword. o o This is a word or phrase created by the subscriber that is communicated to the payee. The payee is required to enter this as a measure of security. When entered correctly, the system prompts them to enter in their bank account information. 10

Activation Process Payee activation is an additional security feature for higher-risk payees: Individual Bank or Credit Union o Checking and Savings options always require an activation code.

11 Activation Process Payee activation is an additional security feature for higher-risk payees: Individual Bank or Credit Union o Checking and Savings options always require an activation code. o Loans and Credit Cards only require an activation code, if we are unable to locate a match in the payee database. Transfers Activation Code Details This is a one-time, system-generated code. The activation code is specific to each payee and expires if the user: o Requests a new code for the payee. o Ends the bill pay session. Payments cannot be scheduled until this step is complete. Activation Process Select the preferred delivery method to receive the activation code by phone, , or text. 11

12 Enter Activation Code into field and select submit. 12

Payee is sent an email where they must enter: Keyword Account information o The payee has nine days to enter their keyword and account information.

13 Payee is sent an where they must enter: Keyword Account information o The payee has nine days to enter their keyword and account information. o Scheduled payments will not process until the payee enters their account information. o The payee has nine days to complete this process to become a permanent payee on the user s list. If they fail to complete this, they are automatically deleted from the payee s list and the user is notified via . Payee Site Sample Screen 13

Payee Locked Out Email payees can be locked out for entering the keyword incorrectly three times.

After the initial lockout (three failed attempts), the system automatically unlocks the payee after 24 hours.

3700 1-3 failed Attempts Payee Locked out or Automatically unlocked after 24 hours User will receive an email with a link to unlock the payee or

14 Payee Locked Out payees can be locked out for entering the keyword incorrectly three times. After the third lockout (nine total failed attempts) the system deletes the payee. After the initial lockout (three failed attempts), the system automatically unlocks the payee after 24 hours. The user has the ability to unlock them from: Attention Required Contacting the Providence Bank Bill Pay Support at failed Attempts Payee Locked out or Automatically unlocked after 24 hours User will receive an with a link to unlock the payee or Contacting Providence Bank Bill Pay Support at Failed Attempts Payee Locked out for the 2 nd time or User will receive an with a link to unlock the payee Contacting Providence Bank Bill Pay Support at Failed Attempts On the 9 th Failed payee will be deleted. The user can re-add again. 14

15 I Have the Bank Account Information Users can add an Individual, who will receive ACH deposits, if they have their direct account information. *Routing numbers are validated for the external institution. 15

16 Mail a Check User is required to enter the payee s address. 16

17 Add a Bank or Credit Union Users can pay a bank or credit union for a loan, credit card, checking or savings account. Activation Codes o Checking and Savings options always require an activation code. o Loans and credit cards only require an activation code, if the system is unable to locate a match in the payee database. 17

18 View Payees User can view and manage their existing payees: Pay - link to schedule a single payment Edit - update the payee s information Delete - remove the payee from the list (History is maintained for 18 months.) Activate - link to request an activation code for the payee 18

19 Import Payee By clicking Import Payees, users can upload payee records from QuickBooks, Quicken or a CSV File. 19

20 Manage Categories Users can manage multiple payees by creating personalized Categories. 20

Users are able to schedule one-time, rush, or recurring payments.

21 Payments Tab Users can manage transactions, payroll, and payment history within this tab. Tax payments, rush payments, payroll, and ebills. Users are able to schedule one-time, rush, or recurring payments. Single Payments User selects a Pay From account, Amount, and Process Date or Deliver by Date. The first available payment date is prefilled. 21

22 Invoice/Comment Users have the option to add an invoice and/or comment. Comments are for personal use only and are not included with the payment. Invoice information is printed on check stubs. o When adding an invoice to an electronic payment, users are notified that the payment will be sent as a one-time check. 22

23 Processing Information Bill uses the Deliver by Date processing method Payments process Monday through Friday at 2:00 p.m. CST. Electronic Payments: Bill Pay begins verifying the funds on the process date and time. o Once the funds are verified, Bill Pay pulls the funds and sends the payment to the payee. The payment usually arrives and posts in 1-3 business days. o If the funds are not available, Bill Pay attempts to verify the funds at the next processing cycle. When funds are not available after the final attempt, the payment is cancelled. Check: o Draft Checks Company s checking and routing numbers are printed on the check. The funds are not withdrawn from company s account until the payee cashes the check. Checks arrive and post to the company s account in 3-7 business days. notification is sent to the user under the following Funds Verification Activity: Advanced Processing Date NSF Payments & Payroll Transactions Cancelled Payments and Payroll not Processed The advises the user of the payee s name, reason for the change, and the new payment date. Payment Date Calendar Users click on the calendar to choose their payment date. There are two options: Standard Delivery and/or Rush Delivery. Standard Delivery Process Date Using this method, users choose the day they want their payment to process. 23

Electronic: o The process date is automatically chosen two days prior to the due

24 Deliver by Date Allows the user to choose a due date and the system calculates the process date so it arrives on time. This is not a guaranteed delivery date. Electronic: o The process date is automatically chosen two days prior to the due date. Check: o The process date is chosen based on past history and location of the payee. 24

Rush Delivery Rush Delivery guarantees the user that the payment is delivered within one or two business days. This is an optional feature that can be offered to Business Bill Pay Users.

95 (Draft Check) Next business day $9.95 (Draft Check) Second business day $4.95 (Electronic) Second business day These payments are guaranteed to be delivered by the specified date.

25 Rush Delivery Rush Delivery guarantees the user that the payment is delivered within one or two business days. This is an optional feature that can be offered to Business Bill Pay Users. It can be turned off for a user via MASTER Site. Not all payees accept rush delivery payments. Rush Delivery only displays when available for the payee. Three Types of Rush Payments $14.95 (Draft Check) Next business day $9.95 (Draft Check) Second business day $4.95 (Electronic) Second business day These payments are guaranteed to be delivered by the specified date. If payment is not delivered by the specified date, the user may be refunded up to $50.00 in late fees. User must agree to the Fee Debit Authorization in order to schedule the rush payment. 25

Electronic Rush Payments: Fee and funds for the payment appear as two separate debits on the user s

26 Processing Fees & Funds Check Rush Payments (Draft Checks): Fee is debited on the Process Date and the funds are released from the user s account once the payee cashes the check. Electronic Rush Payments: Fee and funds for the payment appear as two separate debits on the user s account on the Process Date. Tax Payments This provides a direct link to the EFTPS site and takes the user out of the bill pay site. 26

Scheduled Transactions These are payments in Scheduled status, awaiting

27 Recurring Payments These payments are paid on a consistent basis such as mortgages, rent, and loans. The user sets the frequency of the payments. Scheduled Transactions These are payments in Scheduled status, awaiting the Process Date. Options to Edit or Stop payments Payments can be Approved 27

28 Transaction History These payments have processed and paid out to the payees. History is maintained for 18 months. Option to View Details if additional information and research of a payment is needed. 28

29 29

Calendar This is an overview of the month s bill payment activity including payments that have processed, as well as payments in a scheduled status.

30 Calendar This is an overview of the month s bill payment activity including payments that have processed, as well as payments in a scheduled status. Displays 18 months of activity with the ability to view previous/upcoming months. Full details of the transactions or reminders can be viewed by selecting the links. 30

Single Transfer User selects a From account, To account, Amount, and the

31 View Accounts Displays added transfer accounts with a legend to determine if funds can be transferred to or from the account. Single Transfer User selects a From account, To account, Amount, and the transfer Date. Multiple transfers may be scheduled at one time by selecting Add another transfer entry. 31

32 Recurring Transfer Options Tab There are several options available to assist the business in managing their bill pay account. 32

33 Company Profile Users can update their Company Profile and turn Dual Signatures On or Off. Dual Signatures is a security feature that forces the business to have two sub users approve transactions. Approval Authority - If a business user turns this on, they must locate the second user, and turn on the Approval Authority permission for them to be able to approve payments for bill pay. o Transaction Approval s are sent at 5 a.m., 9 a.m., 1 p.m., 5 p.m., 9 p.m., and a a.m. CST until the transaction is approved. These s are only generated when transactions are Pending Approval. 33

34 Personal Profile This is the sub user s account profile. View Contact Info Sub users can update their , phone, and mobile numbers. Default Page Allows users to change their default page to display a different page each time they log in. 34

Challenge Phrases Users can view the challenge phrase questions they have on file and add additional ones. Four challenge phrases are required for each sub user s account at all times.

35 Challenge Phrases Users can view the challenge phrase questions they have on file and add additional ones. Four challenge phrases are required for each sub user s account at all times. o In order to remove a phrase, another one must be added. Manage Bill Pay Accounts Users can view and manage their additional Pay from Accounts. Add New Account Users can Add a new pay from account by entering the nickname, account number, and account type. The default account type is Checking Once users fill in the information and click submit, the account is placed in a Pending status and your request is sent for approval. o We advise users to allow up to three business days for this process to be completed. Once approved, you can schedule payments from this account. 35

36 Each additional account must be Approved or Rejected. Bill Pay Accounts Allows user to view existing accounts. Users can change your default pay from account, edit a nickname or delete an account. 36

Notifications can be sent by email, text message, or both.

37 e-notifications e- Notifications allow the business to monitor activity and assist with detecting fraud on their bill pay account. Notifications can be sent by , text message, or both. Event e-notifications These are sent when a particular event occurs. Log Out These are sent each time the user logs out of bill pay. 37

38 Recurring These are sent on the frequency of the user s choice. Reminders These are reminders to pay a bill with the option to add the reminder to your Microsoft Outlook Calendar. 38

Approval Authority is the permission setting for those approving transactions and payroll.

39 Manage Users This allows the business to add as many admin users as they need to assist in managing their business bill pay account. Add New User New users enroll for bill pay through online banking. Approval Authority is the permission setting for those approving transactions and payroll. Reports Reports assist with managing the details of their bill pay account. These can be converted to Excel. Reports include: o Payments Processed o Payment Changes o Payments Stopped o Payees Added o Transfers Processed Only appears if the transfer feature is enabled 39

JHA Payment Solutions ipay Solutions. Business Bill Pay. Funds Verification CSL Client Reference Guide. September 2018

JHA Payment Solutions ipay Solutions. Business Bill Pay. Funds Verification CSL Client Reference Guide. September 2018 JHA Payment Solutions ... 1 Enrollment Process... 2 Home Page... 3 Message Center... 4 Attention Required... 4 Shortcut Method... 4 Scheduled... 4 History... 4 Since You Last Logged In... 4 Payees Tab...