Business ebanking ACH Origination Services (Tax Payments)

Transcription

1 Business ebanking ACH Origination Services (Tax Payments)

2 This guide instructs users how to originate ACH Payments and Collections though Templates. Contact Business Client Services for assistance Federal Taxes... 3 Create a Federal Tax Template... 3 Making a Federal Tax Payment Without a Template (One-time Payment)... 3 Making a Federal Tax Payment via Template... 5 State Taxes... 6 Create a State Tax Template... 6 Making a State Tax Payment Without a Template (One-time Payment)... 7 Making a State Tax Payment via Template... 8 Child Support Payments... 9 Approving ACH Transactions Returning Approved ACH Transactions to Users for Editing Editing ACH Transactions Completing a Saved ACH Payment Template Maintenance Copying, Editing, Deleting a Template Approving ACH Template Requests Canceling ACH Template Requests Notices of Change (NOCs) Pending ACH Transactions Scheduled ACH Transactions Applying a NOC to a Template Deleting a Saved ACH Payment Deleting ACH Transactions Searching Completed ACH Transactions ACH File Import Definitions (NACHA, Fixed, Delimited file to an existing template) Importing an ACH File Transaction Limits (For Administrator Use) Changing Transaction Limits Roles & Entitlements (For Administrator Use) Changing a User s Role Entitlements - Company Users Account Entitlements Adding Service and Account Entitlements Removing a Service and/or Account Entitlements Approvals (For Administrator Use) Transactions Templates Requiring Multiple Approvals for Transactions Requiring Multiple Approvals for Templates Business ebanking ACH Origination-Tax Payments Page 2 of 26

3 FEDERAL TAXES The Federal Tax service allows company users to manage the origination of Federal tax payment credits in compliance with the Internal Revenue Service Electronic Federal Tax Payment System (EFTPS) program. All tax payers using this service must be enrolled in the IRS EFTPS program. For additional information on the IRS EFTPS program, go to Payments can be made with or without templates. Create a Federal Tax Template 1. Click Transfers and Payments > Make ACH payment / Manage templates. 2. Click the Create a template link. 3. Select or fill in the Template Information options: 3.1 In the Template name field, type a name for the template (up to 20 alphanumeric characters). 3.2 If applicable, select the Federal Tax Request type option. 3.3 Select a Taxpayer name/id option. 3.4 In the Template description field, type a description of the transaction (up to 10 alphanumeric characters). 3.5 Select a Debit account option. 3.6 In the Maximum transfer amount field, type the dollar amount that is applied to each detail account. 4. Click Continue. 5. Select or fill in the Tax Payment Information options: 5.1 In the ABA/TRC field, type the ABA or click the ABA search link to search for an ABA/TRC. 5.2 In the Account Number field, type the account number. 5.3 Select an Account Type option. 5.4 In the EIN field, type the EIN. 5.5 Click the Select Tax Type link and select a tax type. 5.6 If applicable, click the Select Subcategory link and select a subcategory. 6. Click Save template. Making a Federal Tax Payment Without a Template (One-time Payment) 1. Click Transfers and Payments > Make ACH payment / Manage templates. 2. Click the Send money without a template link. 3. Select or fill in the Template Information options: 3.1 Optional: In the Template name field, type a name (up to 20 alphanumeric characters) to save the payment as a template. 3.2 If applicable, select the Federal Tax Request type option. 3.3 Select a Taxpayer name/id option. 3.4 In the Template description field, type a description of the transaction (up to 10 alphanumeric characters). Business ebanking ACH Origination-Tax Payments Page 3 of 26

4 3.5 Select a Debit account option. 3.6 In the Maximum transfer amount field, type the dollar amount that is applied to each detail account. 3.7 Type the Effective date or click the calendar icon and select the date. 4. Click Continue. 5. Optional: Type an amount in the Control amount field. 6. Select or fill in the Tax Payment Information options: 6.1 In the ABA/TRC field, type the ABA or click the ABA search link to search for an ABA/TRC. 6.2 In the Account Number field, type the account number. 6.3 Select an Account Type option. 6.4 In the EIN field, type the EIN. 6.5 Define the Period End Date. 6.6 If the payment is $0.00, click the Zero Tax Due option. 6.7 Click the Select Tax Type link and select a tax type. 6.8 If applicable, click the Select Subcategory link and select a subcategory. 6.9 If applicable, in the Amount fields, type the amount of the payment for the tax type and subcategories (if applicable). 7. Click Continue. 8. Verify the payment as needed and then click one of the following options: Option Description Submit for approval Approve the payment later or allow other users in the company to approve it. Transmit Approve and transmit the payment Approve Approve the payment now. 9. If prompted, complete additional user validation: 9.1 Select Phone or Text message (if applicable) and then click Continue. 9.2 Do one of the following: If you selected to be contacted by phone, a one-time security code is displayed; you should enter or speak the code into the phone once you receive your phone call. After completing the phone call, click Phone Call Completed. If you selected to be contacted by SMS text, a dialog box is displayed for you to enter your mobile phone number, select the appropriate Country/region, enter a Mobile phone number and then click Send Text Message. If the mobile phone number matches a number on record, a text message containing a one-time security code is sent to your phone and the Enter the Security Code dialog appears. 9.3 For SMS text messages, type the one-time security code displayed on your mobile device into the One-time security code field on the Enter the Security Code dialog and then click Submit. 10. If required, type your token passcode and then click Continue. Business ebanking ACH Origination-Tax Payments Page 4 of 26

5 Making a Federal Tax Payment via Template 1. Click Transfers and Payments > Make ACH payment / Manage templates. 2. Select a Template Name option and then click Continue. Note: If you cannot locate a particular template contact your company's Administrator to verify that you have privileges for the template's source account. 3. Type an Effective date or click the calendar icon and select a date. 4. Optional: Type an amount in the Control amount field. 5. Change the Tax Payment Information options as needed and then click Continue. 6. Verify the payment as needed and then click one of the following options: Option Description Submit for approval Approve the payment later or allow other users in the company to approve it. Transmit Approve and transmit the payment Approve Approve the payment now. 7. If prompted, complete additional user validation: 7.1 Select Phone or Text message (if applicable) and then click Continue. 7.2 Do one of the following: If you selected to be contacted by phone, a one-time security code is displayed; you should enter or speak the code into the phone once you receive your phone call. After completing the phone call, click Phone Call Completed. If you selected to be contacted by SMS text, a dialog box is displayed for you to enter your mobile phone number, select the appropriate Country/region, enter a Mobile phone number and then click Send Text Message. If the mobile phone number matches a number on record, a text message containing a one-time security code is sent to your phone and the Enter the Security Code dialog appears. 7.3 For SMS text messages, type the one-time security code displayed on your mobile device into the One-time security code field on the Enter the Security Code dialog and then click Submit. 8. If required, type your token passcode and then click Continue. Business ebanking ACH Origination-Tax Payments Page 5 of 26

6 STATE TAXES Payments can be made with or without templates. Create a State Tax Template 1. Click Transfers and Payments > Make ACH payment / Manage templates. 2. Click the Create a template link. 3. Select or fill in the Template Information options: 3.1 In the Template name field, type a name for the template (up to 20 alphanumeric characters). 3.2 If applicable, select the State Tax Request type option. 3.3 Select State option. 3.4 Select a Taxpayer name/id option. 3.5 In the Template description field, type a description of the transaction (up to 10 alphanumeric characters). 3.6 Select a Debit account option. 3.7 In the Maximum transfer amount field, type the dollar amount that is applied to each detail account. 4. Click Continue. 5. Select or fill in the Tax Payment Information options: 5.1 In the ABA/TRC field, type the ABA or click the ABA search link to search for an ABA/TRC. 5.2 In the Account Number field, type the account number. 5.3 Select an Account Type option. 5.4 In the ID Number field, type the identification number. 5.5 Optional: In the Taxpayer Verification field, type additional verifying information (up to six alphanumeric characters). 5.6 Click the Select Tax Type link and select a tax type. 5.7 If applicable, click the Select Amount Type link and select an amount type. 6. Click Save template. Business ebanking ACH Origination-Tax Payments Page 6 of 26

7 Making a State Tax Payment Without a Template (One-time Payment) 1. Click Transfers and Payments > Make ACH payment / Manage templates. 2. Click the Send money without a template link. 3. Select or fill in the Template Information options: 3.1 Optional: In the Template name field, type a name (up to 20 alphanumeric characters) to save the payment as a template. 3.2 If applicable, select the State Tax Request type option. 3.3 Select a Taxpayer name/id option. 3.4 In the Template description field, type a description (up to 10 alphanumeric characters). 3.5 Select a Debit account option. 3.6 In the Maximum transfer amount field, type the dollar amount that is applied to each detail account. 3.7 Type the Effective date or click the calendar icon and select the date. 4. Click Continue. 5. Select or fill in the Tax Payment Information options: 5.1 In the ABA/TRC field, type the ABA or click the ABA search link to search for an ABA/TRC. 5.2 In the Account Number field, type the account number. 5.3 Select an Account Type option. 5.4 In the ID Number field, type the identification number. 5.5 Optional: In the Taxpayer Verification field, type additional verifying information (up to six alphanumeric characters). 5.6 Define the Period End Date. 5.7 Click the Select Tax Type link and select a tax type. 5.8 If applicable, click the Select Amount Type link and select an amount type. 6. Click Continue. 7. Verify the payment as needed and then click one of the following options: Option Description Submit for approval Approve the payment later or allow other users in the company to approve it. Transmit Approve and transmit the payment Approve Approve the payment now. 8. If prompted, complete additional user validation: 8.1 Select Phone or Text message (if applicable) and then click Continue. 8.2 Do one of the following: If you selected to be contacted by phone, a one-time security code is displayed; you should enter or speak the code into the phone once you receive your phone call. After completing the phone call, click Phone Call Completed. If you selected to be contacted by SMS text, a dialog box is displayed for you to enter your mobile phone number, select the appropriate Country/region, enter a Mobile phone number and then click Send Text Message. If the mobile phone number matches a number on record, a text message containing a one-time security code is sent to your phone and the Enter the Security Code dialog appears. 8.3 For SMS text messages, type the one-time security code displayed on your mobile device into the One-time security code field on the Enter the Security Code dialog and then click Submit. Business ebanking ACH Origination-Tax Payments Page 7 of 26

8 Making a State Tax Payment via Template 1. Click Transfers and Payments > Make ACH payment / Manage templates. 2. Select a Template Name option and then click Continue. Note: If you cannot locate a particular template contact your company's Administrator to verify that you have privileges for the template's source account. 3. Type an Effective date or click the calendar icon and select a date. 4. Optional: Type an amount in the Control amount field. 5. Change the Tax Payment Information options as needed and then click Continue. 6. Verify the payment as needed and then click one of the following options: Option Description Submit for approval Approve the payment later or allow other users in the company to approve it. Transmit Approve and transmit the payment Approve Approve the payment now. 7. If prompted, complete additional user validation: 7.1 Select Phone or Text message (if applicable) and then click Continue. 7.2 Do one of the following: If you selected to be contacted by phone, a one-time security code is displayed; you should enter or speak the code into the phone once you receive your phone call. After completing the phone call, click Phone Call Completed. If you selected to be contacted by SMS text, a dialog box is displayed for you to enter your mobile phone number, select the appropriate Country/region, enter a Mobile phone number and then click Send Text Message. If the mobile phone number matches a number on record, a text message containing a one-time security code is sent to your phone and the Enter the Security Code dialog appears. 7.3 For SMS text messages, type the one-time security code displayed on your mobile device into the One-time security code field on the Enter the Security Code dialog and then click Submit. 8. If required, type your token passcode and then click Continue. Business ebanking ACH Origination-Tax Payments Page 8 of 26

9 CHILD SUPPORT PAYMENTS The Child Support Payment service allows company users to make child support payments. Payments can be made with or without templates. Creating a Template Child Support Payment 1. Click Transfers and Payments > Make ACH payment / Manage templates. 2. Click the Create a template link. 3. Select or fill in the Template Information options: 3.1 In the Template name field, type a name for the template (up to 20 alphanumeric characters). 3.2 If applicable, select the Child Support Payment Request type option. 3.3 Select a Company name/id option. 3.4 In the Template description field, type a description of the transaction (up to 10 alphanumeric characters). 3.5 Select a Debit account option. 3.6 In the Maximum transfer amount field, type the dollar amount that is applied to each detail account. 4. Click Continue. 5. Select or fill in the Child Support Payment options: 5.1 In the SDU ABA/TRC field, type the ABA or click the ABA search link to search for an ABA/TRC. 5.2 In the SDU account number field, type the account number. 5.3 Select an SDU account type option. 5.4 In the SDU name field, type the name of the individual/company associated with the account. 5.5 Optional: In the Identification number field, type the identification number to use for internal tracking purposes (up to 15 alphanumeric characters). 5.6 In the Case identifier field, type the IV-D Case or Court Order # (up to 12 alphanumeric characters). 5.7 Optional: In the Default payment amount field, type the amount to pay. 5.8 In the Non-custodial parent SSN field, type the social security number. 5.9 If applicable, click the Medical support indicator option. This indicates whether the employer offers family medical insurance coverage Optional: In the Non-custodial parent name field, type the parent name (up to 10 characters) Optional: In the FIPS code of the receiving SDU field, type the Federal Information Process Standard code that includes both the state and country codes of the SDU receiving the child support payment (up to seven alphanumeric characters) If applicable, click the Employment termination indicator option. This indicates whether the payee s employment has been terminated. 6. Click Save template. Business ebanking ACH Origination-Tax Payments Page 9 of 26

10 APPROVING ACH TRANSACTIONS 1. Click Transfers and Payments > Approve ACH transactions. 2. Select the transactions you want to approve and then click Approve. 3. Verify the transactions and then click one of the following options: Option Description Approve Approve the transactions now. Transmit Approve and transmit the transactions. Approve/Transmit Approve the transactions now. Transactions that have received all required approvals are transmitted. Note: The number of approvals required and approval settings for the service determine the options available to you. 4. If prompted, complete additional user validation: 4.1 Select Phone or Text message (if applicable) and then click Continue. 4.2 Do one of the following: If you selected to be contacted by phone, a one-time security code is displayed; you should enter or speak the code into the phone once you receive your phone call. After completing the phone call, click Phone Call Completed. If you selected to be contacted by SMS text, a dialog box is displayed for you to enter your mobile phone number, select the appropriate Country/region, enter a Mobile phone number and then click Send Text Message. If the mobile phone number matches a number on record, a text message containing a one-time security code is sent to your phone and the Enter the Security Code dialog appears. 4.3 For SMS text messages, type the one-time security code displayed on your mobile device into the One-time security code field on the Enter the Security Code dialog and then click Submit. 5. If required, type your token passcode and then click Continue. Returning Approved ACH Transactions to Users for Editing Return approved ACH transactions to other users in the company for corrections or changes. 1. Click Transfers and Payments > Approve ACH transactions. 2. Click the link in the Account column for the transaction you want to return. 3. Click the Return ACH transaction for edit link. 4. Optional: In the Edit details field, include any comments about what you want changed (up to 80 alphanumeric characters). Note: Text typed into the Edit details field is visible to users in the company who subscribe to the ACH Transaction Returned for Edit alert for the related account. 5. Click Return for edit. All previously applied approvals are removed and the transaction is moved to the page where saved/unsubmitted ACH transactions are stored. Business ebanking ACH Origination-Tax Payments Page 10 of 26

11 Editing ACH Transactions Correct or change approved ACH transactions for entitled accounts. Editing an ACH transaction removes all previously applied approvals. 1. Click Transfers and Payments > Approve ACH transactions. 2. Click the link in the Account column for the transaction you want to edit. 3. Click the Edit request link. 4. Verify the ACH transaction and then click Edit ACH transaction. 5. Modify the transaction information as needed and then click Continue. 6. Review the ACH transaction as needed and perform one of the following actions: Click the submit for approval link to schedule the ACH transaction without approving. Click Approve to approve and schedule the ACH transaction. Click Transmit to approve and transmit the ACH transaction. 7. If additional authentication is required, you may be prompted to validate your identity through a one-time security code. If you are prompted to complete additional validation, do the following: 7.1 On the dialog box, select Phone or Text message (if applicable). 7.2 Click Continue. 7.3 Do one of the following: If you chose to receive a phone call, speak or enter the displayed one-time security code into your phone. After completing the phone call, click Phone Call Completed. If you chose to receive an SMS message, select the appropriate Country/region, enter a Mobile phone number and then click Send Text Message. If the mobile phone number matches a number on record, a text message containing a one-time security code is sent to your phone. 7.4 For SMS text messages, enter one-time security code displayed on your mobile device into the One-time security code field and then click Submit. 8. If your company requires token authentication for transaction approval, type your passcode and then click Continue. Completing a Saved ACH Payment 1. Click Transfers and Payments > Make ACH payment / Manage templates. 2. Click the Complete unsubmitted requests link. 3. Click the link in the Template Name column for the saved payment you want to complete. 4. Fill in or select any remaining payment information and then click Continue. 5. Verify the payment as needed and then click one of the following options: Option Description Submit for approval Approve the payment later or allow other users in the company to approve it. Transmit Approve and transmit the payment. Approve Approve the payment now. 6. If prompted, complete additional user validation: 6.1 Select Phone or Text message (if applicable) and then click Continue. Business ebanking ACH Origination-Tax Payments Page 11 of 26

12 6.2 Do one of the following: If you selected to be contacted by phone, a one-time security code is displayed; you should enter or speak the code into the phone once you receive your phone call. After completing the phone call, click Phone Call Completed. If you selected to be contacted by SMS text, a dialog box is displayed for you to enter your mobile phone number, select the appropriate Country/region, enter a Mobile phone number and then click Send Text Message. If the mobile phone number matches a number on record, a text message containing a one-time security code is sent to your phone and the Enter the Security Code dialog appears. 6.3 For SMS text messages, type the one-time security code displayed on your mobile device into the One-time security code field on the Enter the Security Code dialog and then click Submit. 7. If required, type your token passcode and then click Continue. Business ebanking ACH Origination-Tax Payments Page 12 of 26

13 TEMPLATE MAINTENANCE Copying a Template - ACH Payment 1. Click Transfers and Payments > Make ACH payment / Manage templates. 2. Click the link in the Template Name column for the template you want to copy. 3. Click the Copy template link. 4. Fill in or change the template information as needed. 5. Click Save changes. Editing a Template - ACH Payment 1. Click Transfers and Payments > Make ACH payment / Manage templates. 2. Click the link in the Template Name column for the template you want to edit. 3. Click the Edit template link. 4. Fill in or change the template information as needed. 5. Click Save changes. Deleting a Template - ACH Payment 1. Click Transfers and Payments > Make ACH payment / Manage templates. 2. Click the link in the Template Name column for the template you want to delete. 3. Click the Delete template link. 4. Verify the template information as needed. 5. Click Delete. Approving ACH Template Requests 1. Click Transfers and Payments > Approve ACH templates. 2. Select the templates to approve and then click Approve. Canceling ACH Template Requests 1. Click Transfers and Payments > Approve ACH templates. 2. Click the link in the Template Name column for the template request you want to cancel. 3. Click the Cancel template request link. 4. Verify the template as needed and then click Cancel request. Business ebanking ACH Origination-Tax Payments Page 13 of 26

14 Notices of Change (NOCs) A NOC could be sent for a number of reasons: ABA of the bank needs to be updated. The account number of the recipient needs to be updated. The name of the recipient needs to be updated. The account type indicated in the transaction is of the wrong type (checking/savings). The individual identification number for the recipient needs to be updated. An addenda record was formatted incorrectly or unclear. If a template has both a NOC and pending changes submitted by a company user, the NOC cannot be applied until the pending template changes have received all required approvals or the changes are canceled. Company users might be prevented from using or modifying an ACH template until the associated NOCs are applied. In these instances, templates appear with an alert icon ( selected to initiate a transaction. ) in place of the radio button so they cannot be Automatically Applying a NOC to a Template 1. Do one of the following: For payments, click Transfers and Payments > Make ACH payment / Manage templates. For collections, click Transfers and Payments > Collect money via ACH / Manage templates. 2. Click the link in the Template Name column for the template that has the notice of change icon. 3. Click the Apply NOC link. Pending ACH Transactions If a template is used to initiate a transaction and then a NOC is received for it, the alert icon appears next to the pending transaction to indicate that it cannot be approved/transmitted. The alert icon ( ) remains next to the pending transaction even after the NOC is applied to the template because changes to a template are not applied to pending transactions. In this situation company users can only delete the pending transaction and then recreate it. Scheduled ACH Transactions If a template is used to schedule transactions and then a NOC is received and applied, previously approved transactions will have the approval removed and are moved to the Approve ACH Transactions page upon their send-on dates. Company users can delete the transactions through the Approve ACH Transactions page. If a NOC is applied to a template before the schedule is transmitted, the changes are applied to the next scheduled transaction and all previously applied approvals are removed. Business ebanking ACH Origination-Tax Payments Page 14 of 26

15 Deleting a Saved ACH Payment 1. Click Transfers and Payments > Make ACH payment / Manage templates. 2. Click the Complete unsubmitted requests link. 3. Click the Delete request link beside the payment you want to delete. 4. Verify the payment as needed and then click Delete. Deleting ACH Transactions 1. Click Transfers and Payments > Approve ACH transactions. 2. Click the link in the Account column for the transaction you want to delete. 3. Click the Delete request link. 4. Verify the transaction as needed and then click Delete. Searching Completed ACH Transactions 1. Click Transfers and Payments > View completed ACH transactions. 2. Select one or more Account options. 3. Select a Date type option: Effective date Transmit date 4. If applicable, select one or more Service options. 5. Select a Date range option: Specific date From/To 6. Click Generate report. Business ebanking ACH Origination-Tax Payments Page 15 of 26

16 ACH File Import Definitions File definitions define the structure of files containing detail account information that are imported into ACH templates. Detail account information can be imported into templates using the National Automated Clearing House Association (NACHA) format or a custom file format. The NACHA format uses the format specifications described in NACHA Operating Rules and Guidelines; multiple customers for one financial organization may appear in one file. Custom file formats can be delimited or fixed. A delimited file is a flat text file consisting of data items separated by a specific character. A fixed file is a text file consisting of data that have specific lengths and positions. Note: Fixed and delimited files are not supported for the import of Child Support detail accounts. Imported detail account information can add to or replace existing detail account information in templates: Update by Option Adding new and updating existing transactions Adding new transactions only Updating existing transactions Delete existing and add new transactions Description Imports all transactions; adds new transactions and updates existing. Imports only new transactions and ignores existing transactions. Overwrites existing transactions and does not add new transactions. Deletes existing transactions and adds new transactions. Existing detail account information is identified when specific fields in the template match data contained within the file being imported. These specific fields are determined by the Match records by selections made in the Characteristics section of a file definition. For example, if Account name is selected for Match records by in a file definition then those records that match based on Account name are considered existing transactions. 1. Click Transfers and Payments > Make ACH payment / Manage templates OR Collect money via ACH / Manage templates 2. Click the Maintain file import definitions link. 3. Click the Add a file definition link. 4. Fill in the Description options: 4.1 Enter the Definition name (up to 35 alphanumeric characters). 4.2 Enter a Description (up to 35 alphanumeric characters). 4.3 Select a Request type option. 4.4 Select a File type option: Delimited, Fixed, or Fixed-NACHA. Note: Only Fixed-NACHA is supported for Child Support. 5. Click Continue. 6. Fill in the Characteristics options: 6.1 For Delimited file type, select a Field delimiter option: Tab, Comma, Semi-colon, or Dash. 6.2 For Delimited and Fixed file types, select an Amount format: Whole dollar (123) or Implied decimal (1.23). 6.3 Optional: Select one or more Match records by options: ABA/TRC, Account number, Account type, Account name, ID. 7. Click Continue. Business ebanking ACH Origination-Tax Payments Page 16 of 26

17 8. Enter the Field Properties (Delimited, Fixed, NACHA) 8.1 (a) Delimited option: Enter the Position Numbers. Under the "Position Number" column, enter the numeric order of the fields listed below as they would appear in your import file. For example, if the first field in your file is "Account number", and the second field is "ABA/TRC" you would list those as number 1 and number 2 to import. 8.1 (b) Fixed option: Enter the Positions (Start to end). Enter appropriate start and end positions for each field, as displayed in the file to be imported. Valid field properties for each field are listed below for your reference. 8.2 Click Save. Business ebanking ACH Origination-Tax Payments Page 17 of 26

18 Importing an ACH File NOTE: A file import definition must be created, and it s corresponding Template created prior to importing an ACH file. See Create a Template instructions page 3; 6; Click Transfers and Payments > Make ACH payment / Manage templates OR Collect money via ACH / Manage templates 2. Select Template from the Available Templates list. 3. Click Continue. 4. Click on Edit this template. 5. Click on Import Details. Business ebanking ACH Origination-Tax Payments Page 18 of 26

19 6. Choose a File Definition from the list or Add a file definition (See ACH File Import Definitions instructions, page 5). 7. Browse for your file to import. 8. Select the Update by option for your file. 9. Click Import file. 10. Review the imported information. Click View template to view the details of the file. 11 To submit this Template/Import, click Make ACH payment / Manage templates OR Collect money via ACH / Manage templates. 12. Select Template from the Available Templates list. 13. Choose an Effective date you would like the payment to post to the Receiver s account. 14. Optional: Enter a Control amount to set an maximum amount for the entire template. 15. Choose Payment instructions option. 16. Verify details and amounts. 17. Optional: Enter Additional information related to the payment details. 18. Click Continue. 19. Verify Payment information. 20. Click Submit for Approval (to be approved by an Approver ) or Transmit (to process the payment). Token Users: If you are an authorized Approver and clicked Transmit, token authorization is required. In the Passcode field, type both your 8-digit PIN and the code currently displayed on your token, then click Continue. Passcode = PIN + Token Code (ACH Transaction Approval Confirmation page will appear.) Non-Token Users: If you are an authorized Approver and clicked Transmit, secondary authorization is required to process. On the One-time security code screen choose the method to be contacted to provide your One-time security code. Enter the code and click Submit. (ACH Transaction Approval Confirmation page will appear.) Business ebanking ACH Origination-Tax Payments Page 19 of 26

20 TRANSACTION LIMITS (FOR ADMINISTRATOR USE) Limits help reduce the risk of fraud by allowing companies to restrict the amount of money their users can send or collect for ACH payments. Company limits are set by Chemical Bank and apply to all users in a particular company. User limits only apply to a particular user in a company and override the company-defined limits when they are more restrictive. A company user's limits cannot exceed the company limits. If a company limit is changed so it is more restrictive than a user's limit, the user limit is automatically set to the company limit. Limits can be defined by service, account, and transaction. Limit Type Daily cumulative Daily by service Daily by account Daily by account - by transaction Description The maximum allowable cumulative amount of all successful transactions in a given day for a group of services. The maximum allowable cumulative amount of all successful transactions in a given day for a particular service. The maximum allowable cumulative amount of all successful transactions on a per account basis in a given day. Each account can have two cumulative limits: one for all ACH transactions and one for all Wire transactions. The maximum allowable amount for each transaction for a particular account. Maximum transaction approval The maximum allowable amount for a bill payment transaction to be approved by a user. ACH limit checking proceeds in the following order: User Daily Limit User ACH Service Limit User's Company Daily Limit User's Company ACH Service Limit User Daily Account Limit Company Daily Account Limit Company Transaction Detail Limit Business ebanking ACH Origination-Tax Payments Page 20 of 26

21 Changing Transaction Limits 1. Click Administration > Manage users. 2. Click the link in the User ID column for the user you want to change. 3. If applicable, click the Edit link beside the service and change the following limits: User daily limit User Daily Service Limit User Daily Account Limit The maximum allowable cumulative amount of all successful transactions in a given day for a group of wire services. The maximum allowable cumulative amount of all successful transactions in a given day for a particular wire service. The maximum allowable cumulative amount of all successful transactions on a per account basis in a given day. The maximum allowable amount for each transaction for a particular account. User Individual Transaction Limit 3.1 If multiple approvals are required for administration changes, do one of the following: If you are done making changes to the limits, click Submit. If you have more changes to make to the limits, click Continue. 3.2 If multiple approvals are not required for administration changes, click Save changes. Business ebanking ACH Origination-Tax Payments Page 21 of 26

22 ROLES & ENTITLEMENTS (FOR ADMINISTRATOR USE) Roles allow companies to divide responsibilities among their users and reduce the risk of fraud. There are three roles that can be assigned to a company user. A company user can have one or more roles assigned or none assigned. Role No Role Setup Approval Administration Description A user without an assigned role can enter transactions for services and accounts to which they are entitled. A user with the Setup role can create and maintain templates for transfer and payment services and accounts to which they are entitled. A user with the Approval role can approve and transmit transactions for transfer and payment services and accounts to which they are entitled. A user with the Administration role is often referred to as an administrator. An administrator can create and maintain company user profiles. This includes assigning company users with their logon credentials, roles, service and account entitlements, and transaction limits. Administrators can also rename accounts, reset passwords, and modify the number of approvals required for requests. When a company is set up on Business ebanking a user in the company is designated as the primary user and assigned the Administration role. The primary user is entitled to all services and to all accounts associated with those services based on the company's profile. A company can have multiple administrators. Changing a Company User's Roles 1. Click Administration > Manage users. 2. Click the link in the User ID column for the user whose roles you want to change. 3. Click the Edit Roles link. 4. Add or remove the User Role options as needed, then click Save changes. Business ebanking ACH Origination-Tax Payments Page 22 of 26

23 Entitlements - Company Users Entitlements provide companies with another control to divide responsibilities among their users and reduce the risk of fraud. For instance, one company user could be tasked with entering transactions while another is responsible for approving/transmitting them. There are two types of entitlements Service and Account. As the names suggest, service entitlements grant access to services and account entitlements grant access to accounts. For many services these entitlements work together to give company users full access to a service and its features. For services that have associated account entitlements, if a company user is only entitled to the service but not the accounts, the menu navigation for the service is visible but access to the pages is limited and the service is unusable. Users with the Administration role are responsible for assigning entitlements to the subusers. Account Entitlements Account entitlement names indicate what they allow a company user to do. The service entitlement determines the account entitlements a company user sees. Account Entitlement Entitled Account Allow Transmit Function Allows a company user to view an account and its activity and create transactions from the selected account. Allows a company user with the Approval role to approve transactions for an account to which they are entitled. Adding Service and Account Entitlements 1. Click Administration > Manage users. 2. Click the link in the User ID column for the user you want to change. 3. Click the Edit Services & Accounts link. 4. Click the Add link beside each service to enable and if applicable and select the accounts to entitle. Business ebanking ACH Origination-Tax Payments Page 23 of 26

24 5. Click Save changes. 6. If your company requires multiple approvals for user administration, click Submit. Once a user profile has been submitted for approval, further changes cannot be made until all approvals have been received or the request is canceled. The changes to the user profile become effective once the required number of approvals is received. Removing a Service and/or Account Entitlements 1. Click Administration > Manage users. 2. Click the link in the User ID column for the user you want to change. 3. Click the Edit Services and Accounts link. 4. Do one or more of the following: To remove a service that does not have entitled accounts, click the Remove link beside it. To remove a service and its entitled accounts, click the Change link beside the service and then click the Remove link. To remove account entitlements for a service, click the Change link beside the service, select the accounts to remove, and then click Save changes. 5. Click Save changes. Business ebanking ACH Origination-Tax Payments Page 24 of 26

25 APPROVALS (FOR ADMINISTRATOR USE) Multiple approvals help companies reduce the risk of fraud by ensuring a change or transaction is approved by more than one company user before it is processed. Transactions Multiple approvals can be required to send a transaction and can be based on transaction amount. The number of approvals required can vary based upon the dollar amount of a request. Companies with multiple users can require transactions to be approved by users other than the ones who entered them, provided the setting is available for the service. The number of approvals required for a service should not be greater than the number of users authorized to approve/transmit the transactions. Multiple approvals can be set uniquely by service. Templates Multiple approvals can be required for ACH template additions, changes, and deletions. Multiple approvals can be set. Requiring Multiple Approvals for Transactions 1. Click Administration > Manage approval settings. The Approvals Administration page will appear. 2. In the Approvals Required for Transactions section, define the approval settings for the service: Type Request Amount Approvals If Less or Equal Approvals If Greater Description Type the amount of the transaction. Type the number of approvals required when the transaction amount is less than or equal to the Request Amount. Type the number of approvals required when the transaction amount exceeds the Request Amount. 3. Optional: If applicable, require transactions to be approved by users other than the users who entered them. Business ebanking ACH Origination-Tax Payments Page 25 of 26

26 3.1 Review your company's scheduled transactions and determine if any have been approved by the entry user (e.g., user who created the schedule). If a scheduled transaction has been approved by the entry user, have that user delete and recreate the schedule. Warning: If this is step is not performed, then the scheduled transactions with an approval applied by the entry user will fail and be placed in the approval queue where the additional approval(s) can be applied. 3.2 Click the Require Separate Entry From Approval option. Services that have a checkmark ( ) are required by the Chemical Bank to have this control and cannot be changed. 4. Click Save changes. Requiring Multiple Approvals for Templates 1. Click Administration > Manage approval settings. 2. In the Approvals Required for Setup section, in the Approvals Required field, type the number of approvals required for each service for template additions, changes, and deletions. Up to nine approvals can be required. 3. Click Save changes. Business ebanking ACH Origination-Tax Payments Page 26 of 26