WinHAP Tenant UAP Direct Deposit Setup

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1 WinHAP Tenant UAP Direct Deposit Setup WinHAP has the functionality to allow you to setup tenants for Direct Deposit and create an ACH File for direct deposit payments. ACH stands for Automated Clearing House which is a network of financial institutions that facilitate electronic transfers. This system makes direct deposit, some bank transfers, and some online bill payments possible. Following are the necessary steps to take when setting up Bank Direct Deposit for your tenants. This process involves automatic withdrawal of the tenants UAP payment directly from the HA s bank account and depositing it into the Tenant s bank account. There are two ways to access this option. Option 1: From Encompass, choose Tenants, find and highlight the tenant, and choose HAP Update (or, from HAP, choose Tenants and the circled Tenant option): The following window will appear: Page 1 of 8

2 Option 2: From Encompass, choose Tenant Applicant Management and then click on winhap. From winhap, choose the Tenants tab and then will get the following window: and lookup the tenant. You Page 2 of 8

3 Click on Tenant Direct Deposit Setup on the right center portion of the window and the following window will show: Page 3 of 8

4 All tenants need their Bank Information entered in this window. The routing number, account number and type (checking or savings) are critical and must be filled in and the Direct Deposit Activated check box checked. The remaining information in this window is optional. 1) A Prenote file is processed prior to processing a HAP check run using direct deposit. A Prenote file is processed when starting to use direct deposit to check the format of the file for the bank AND verify routing and bank account numbers for all tenants. After the initial Prenote file is processed, a Prenote file should be created each time a new tenant is added to verify their routing and bank account information. The Prenote process is under Setup and then Tenant Dir Dep Prenote Choose the housing authority bank account for this Prenote ACH file. Page 4 of 8

5 Check the tenants that need to have their bank routing numbers and account numbers validated. Only tenants that have the Direct Deposit option checked will show up on this screen. Note the Select All button available at the bottom of this screen. Click on the Create File button. Note the Export to Excel option at the bottom of this screen for reporting purposes. Page 5 of 8

6 When saving the ACH file, select (highlight) the folder in which you would like the file saved to. You can name the file anything under File Name option. Click on Create File. After the bank has verified that the Prenote ACH file is ok, the monthly UAP check process can be done. 2) The ACH File is created in the HAP Wizard or from the Print Check Batch in winhap. The Create ACH File option is available from the HAP Wizard during the Print Checks process as shown below: Page 6 of 8

7 An ACH File can also be created from the Print Check Batch screen as shown below. This option is available when highlighting a Direct Deposit batch which is created the same way as a check batch is created. Page 7 of 8

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