Business Bill Pay Funds Verification jxchange

Transcription

1 JHA Payment Solutions

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3 Business Bill Pay... 1 Enrollment Process... 2 Home Page... 4 Message Center... 4 Attention Required... 5 Shortcut Method... 5 Scheduled... 5 History... 5 Since You Last Logged In... 5 Payees Tab... 6 Add a Payee... 6 Add a Company... 7 Add an Individual... 9 Payee Locked Out...14 Add a Bank or Credit Union...17 View Payees...18 Import Payee...19 Manage Categories...20 Payments Tab...21 Single Payments...21 Invoice/Comment...23 Processing information...24 Payment Date Calendar...26 Tax Payments...29 Recurring Payments...30 Scheduled Transactions...31 Transaction History...32 Payroll...33 Edit Payroll Schedule...34 Employee Information...34 View/Edit Employee...36 Pay Employees...36 Calendar...38 Transfers Tab...39 Transfer Accounts...39 Add Account...39 View Accounts...40 Schedule Transfer...40 Options Tab...41 Company Profile...42 Personal Profile...43 View Contact Info...43 Change PIN...43 Default Page...44 Challenge Phrases...44 Manage Bill Pay Accounts...45 Add New Account...45 Bill Pay Accounts...46 i Jack Henry & Associates, Inc.

4 E-Notifications...47 Event...47 Log Out...47 Recurring...48 Reminders...48 Manage Users...49 Add New User...49 Reports...51 ii Jack Henry & Associates, Inc.

5 Business Bill Pay ipay Solutions Business bill pay product is designed to help small businesses manage their bills and account information. Please provide a copy of this guide for each employee who views the training. Business Recording - The services within this training may not apply to your institution, depending on what options you have enabled for your subscribers. Learning Objectives This training is designed to guide in the understanding of: How Business can simplify life for your customers. The approval process for bill pay transactions. The different types of payees subscribers can add. The process of scheduling and editing transactions. Reports and Options for managing bill pay account information. Recommended Audience This training is intended for employees of your financial institution who: Assist with subscriber support for bill pay. o Support/Operations staff, to include Subject Matter Experts, Support Supervisors and/or Managers Are responsible for training your internal employees (Admins = Train the Trainer). Contact FI Support for Assistance Our Financial Institution Support Team is here to assist you regarding bill pay functionality, MASTER Site or general questions about subscriber accounts. To speak with a member of our FI Support team, call , chat or submit a jsource case. Hours of Support: Monday-Friday, 7:30 a.m. - 8:30 p.m. ET When calling, please choose an option to direct your inquiry: 1. Assistance with subscriber payments 2. Assistance with MASTER Site, technical issues, stop payments or payment cancellation Subscriber s Point of Contact If ipay Solutions is providing support for subscribers, they have two primary methods of contacting us for assistance: chat and phone. If the FI is providing support, only their number displays. Hours of Support: Monday-Friday, 7:30 a.m. - 2:00 a.m. ET o Chat o Phone - Each FI has their own IVR number for support Jack Henry & Associates, Inc.

6 Enrollment Process Subscribers fill out the enrollment form to get started with bill pay. User ID and password only appear for Dual Sign-On (DSO) institutions. Bill Pay accounts may require approval via MASTER Site Jack Henry & Associates, Inc.

7 Enrollment Requires Approval Subscribers are notified the enrollment is complete and requires approval. They may also access Frequently Asked Questions (FAQ) and the bill pay demo site. First Login Enrollment Approved Once the enrollment is approved, subscribers are notified via and are able to log in. On the first login, subscribers 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 appears on the screen after they enter the bill pay site, then slides off to the left Jack Henry & Associates, Inc.

8 Home Page This provides a snapshot view of the subscriber s bill pay activity. Message Center The secure message center allows subscribers to receive broadcast messages from the FI (sent via MASTER Site) and individual messages from ipay Solutions, when ipay Solutions is providing Tier 1 support, for Payment Inquiries. These remain in the message center for 180 days, or until the subscriber deletes them Jack Henry & Associates, Inc.

9 Attention Required Displays when actions must be taken. This includes: Returned Payments Outstanding Check Activate Account (Payee or Transfer) Troubleshoot ebill Shortcut Method Provides a faster way to schedule transactions and is based on bill payment history. Scheduled Displays transactions scheduled to process within the next 30 days. The subscriber has the option to Edit or Stop transactions up until the processing time on the Process Date. Sub users, with the Manage Users permission, can select whose transactions are displayed on the Home Page. All transactions 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 appears on the next login. History Displays transactions processed within the last 30 days with the option to view details. Since You Last Logged In Displays reminders that were sent Jack Henry & Associates, Inc.

10 Payees Tab Add a Payee Subscribers add payees to the bill pay system. Three types of payees can be added: Company Individual Bank or Credit Union Jack Henry & Associates, Inc.

11 Add a Company When adding a company, the subscriber enters information from their statement. The bill pay platform attempts to locate a payee match based on that information. Each time the subscriber 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 subscriber is required to enter the payee s address Jack Henry & Associates, Inc.

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13 Add an Individual There are three options to add an individual as a payee: Electronic o Allow them to provide their banking information The recipient provides their account information through a secure process. o Check o I have the bank account information The subscriber provides the recipient s account information. A check is mailed to the recipient Jack Henry & Associates, Inc.

14 Allow Them to Provide Their Banking Information - Pay a Person The subscriber 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 subscriber at any time. Input payee s information. Create a Keyword. o This is a word or phrase created by the subscriber that is communicated to the payee. o The payee is required to enter this as a measure of security. When entered correctly, the system prompts them to enter their bank account information Jack Henry & Associates, Inc.

15 Payee Activation 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 Loan and Credit Card require an activation code if we are unable to locate a match in the payee database. Activation Code Details This is a one-time, system-generated code. The activation code is specific to each payee and expires if the subscriber: 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 Jack Henry & Associates, Inc.

16 Enter Activation Code and click submit Jack Henry & Associates, Inc.

17 Payee is sent an where they must enter: Keyword Account information o The payee has nine days to enter their keyword and account information. If they fail to complete this, they are automatically deleted from the payee list and the subscriber is notified via . o Scheduled payments cannot process until the payee enters their account information. Payee Site Sample Screen Jack Henry & Associates, Inc.

18 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 subscriber has the ability to unlock them through/by: Attention Required Contacting ipay Solutions Support if ipay Solutions is providing Tier 1 Support Contacting the Financial Institution directly if ipay Solutions support is not provided 1-3 failed Attempts Payee Locked out Automatically unlocked after 24 hours 4-6 Failed Attempts Payee Locked out for the 2 nd time or or Subscriber unlocks via Attention Required or by selecting the payee s name from the landing page Contacting ipay Solutions Support Team if support is provided -or- Contacting the Financial Institution directly if ipay Solutions support is not provided. Subscriber unlocks via Attention Required or by selecting the payee s name from the landing page If the payee enters the correct keyword at any time up to the 8 th attempt, the payee is directed to enter in their account information. or Contacting ipay Solutions Support Team if support is provided -or- Contacting the Financial Institution directly if ipay Solutions support is not provided. 7-9 Failed Attempts On the 9 th failed attempt, the payee is deleted. The subscriber can re-add the payee and begin the process again Jack Henry & Associates, Inc.

19 I Have the Bank Account Information Subscribers can add an Individual, who receive ACH deposits, if they have their direct account information. Routing numbers are validated for the external institution Jack Henry & Associates, Inc.

20 Mail a Check Subscriber is required to enter the payee s address Jack Henry & Associates, Inc.

21 Add a Bank or Credit Union Subscribers 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 Loan and credit cards require an activation code if the system is unable to locate a match in the payee database Jack Henry & Associates, Inc.

22 View Payees Subscriber can view and manage their existing payees. Pay: Schedule a single payment Edit: Update payee information Delete: Remove the payee from the list (History is maintained for 18 months.) Activate: Request an activation code for the payee Jack Henry & Associates, Inc.

23 Import Payee By clicking Import Payees, users can upload payee records from QuickBooks, Quicken or a CVS file Jack Henry & Associates, Inc.

24 Manage Categories Subscribers can manage multiple payees by creating personalized categories Jack Henry & Associates, Inc.

25 Payments Tab Subscribers can manage transactions and payment history here. Tax payments, rush payments, and ebills are optional per FI. Single Payments Subscriber selects a Pay-From Account, Amount, and Process or Deliver By Date. The first available payment date is prefilled Jack Henry & Associates, Inc.

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27 Invoice/Comment Subscribers 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, subscribers are notified that the payment is sent as a one-time check Jack Henry & Associates, Inc.

28 Processing information ipay Solutions offers two processing methods, Process Date and Deliver By Date. Payments process Monday through Friday at the institution s cut off time of 8:00 a.m. and 3:00 p.m. ET. The 8:00 a.m. processing time can be enabled through your ipay Solutions Coordinator. The funds verification request are batched at 2:59 p.m. ET and 7:59 a.m. ET, if applicable. Process Date Using this method, subscribers choose the day they want their payment to process. Electronic Payments: ipay Solutions begins verifying the funds on the process date and time. o Once the funds are verified, ipay Solutions 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, ipay Solutions attempts to verify the funds at the next processing cycle. When funds are not available after the final attempt, the payment is cancelled. Check: ipay Solutions offers one check model for Funds Verification FIs: o Draft Checks: The subscribers checking and routing numbers are printed on the check. The funds are not withdrawn from their account until the payee cashes the check. Checks arrive and post in 3-7 business days. Deliver By Date Allows the subscriber to choose a due date and the system calculates the process date so it arrives on time. Electronic: The process date is automatically chosen two days prior to the due date. Check: The process date is chosen based on payment history and location of the payee Jack Henry & Associates, Inc.

29 NSF Processing Cycle FIs choose the number of override days (1 to 5) a non-sufficient fund failure payment is re-tried. Payment Scheduled 7:30 a.m. ET 1-Day Override 8:00 a.m. ET Payment Processes 3:00 p.m. ET Payment Processes Additional Override Days No Payment Canceled Yes 2-Day Override 8:00 a.m. ET Payment Processes 3:00 p.m. ET Payment Processes Additional Override Days No Payment Canceled Yes 3-Day Override 8:00 a.m. ET Payment Processes 3:00 p.m. ET Payment Processes Additional Override Days No Payment Canceled Yes 4-Day Override 8:00 a.m. ET Payment Processes 3:00 p.m. ET Payment Processes Additional Override Days No Payment Canceled Yes 5-Day Override 8:00 a.m. ET Payment Processes 3:00 p.m. ET Payment Processes Payment Canceled Jack Henry & Associates, Inc.

30 notification is sent to the subscriber under the following Funds Verification Activity: Advanced Processing Date NSF Payments & Payroll Transactions Cancelled Payments and Payroll not Processed The advises the subscriber of the payee s name, reason for the change, and the new payment date. Payment Date Calendar Subscribers click on the calendar to choose their payment date. There are two options: Standard Delivery or RUSH Delivery. Standard Delivery Using this method, subscribers choose the payment date. This is dynamic to the Process Date or Deliver By Date based on the FI s settings Jack Henry & Associates, Inc.

31 Rush Delivery Rush Delivery guarantees the payment is delivered within one or two business days. This is an optional feature that can be offered to subscribers. It can be turned off for a subscriber via MASTER Site. Not all payees accept rush delivery payments. Rush Delivery only shows when available for the payee. Three Types of Rush Payments Fees $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 subscriber may be refunded up to $50.00 in late fees Jack Henry & Associates, Inc.

32 Subscriber must agree to the Fee Debit Authorization to schedule the rush payment Jack Henry & Associates, Inc.

33 Processing Fees & Funds Check Rush Payments (draft checks): Fee is debited on the Process Date and the funds are released from the subscriber s account when the payee cashes the check. Electronic Rush Payments: Fee and funds for the payment appear as two separate debits on the subscriber s account on the Process Date. Payment Confirmation Once payments are scheduled, confirmation numbers appear. Tax Payments This provides a direct link to the EFTPS site and takes the subscriber out of the bill pay site. An optional feature that can be offered to subscribers. This can be turned on or off at the subscriber level via MASTER Site Jack Henry & Associates, Inc.

34 Recurring Payments These payments are made on a consistent basis for expenses such as mortgages, rent, and loans. The subscriber sets the frequency of the payments. The Series Options/Preferences to Pay Before or Pay After a holiday or weekend only display when the FI is using the Process Date method Jack Henry & Associates, Inc.

35 Scheduled Transactions These are payments in Scheduled status, awaiting the Process Date. Options to Edit or Stop payments Payments can be Approved Jack Henry & Associates, Inc.

36 Transaction History These payments have been processed and paid. History is maintained for 18 months. Option to View Details and submit a Payment Inquiry, if additional information and research of a payment is needed. o Payment Inquiries are only available if ipay Solutions is providing support Jack Henry & Associates, Inc.

37 Payroll An optional feature that can be offered to subscribers. Payroll can be turned on or off at the business level via MASTER Site. Payroll is direct deposit only Jack Henry & Associates, Inc.

38 Edit Payroll Schedule The payroll schedule establishes the dates in which employees are paid. The system does not automatically schedule payroll based on these dates. The current pay day schedule appears and can be edited at any time. Once a schedule is set or edited, a reminder is sent two days prior to the pay date to schedule the payroll deposits. If a payroll schedule currently exist, a message appears: By editing the current Payroll Schedule, your Payroll Deposits are stopped, and you need to reschedule them. Employee Information Add New Employee Three different types of Employees: Hourly, Salary, or Contractor. Employee Account Information Split Deposits If an employee wants a specified amount of each deposit to go into a savings account, then the subscriber can set up that additional account by clicking Split. The deposit amount must be the net amount as ipay Solutions does not calculate percentages or deductions Jack Henry & Associates, Inc.

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40 View/Edit Employee This allows the subscriber to View Details, Edit, or Deactivate employees. Pay Employees There are two options: Regular Pay Day or Extra Pay Day. Payroll must be scheduled and approved two business days prior to the pay date by a user with the Approval Authority permission. reminders stating that payroll is awaiting approval are generated to the primary user and sub users with approval authority. If Payroll is not approved, it remains in a pending status and must be stopped under View Scheduled Payroll. Regular Pay Day Follows the regular payroll schedule. Extra Pay Day Used for any payroll outside the established schedule such as extra days worked or bonuses. Split accounts are not recognized with this option Jack Henry & Associates, Inc.

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42 Calendar This is an overview of the month s bill payment activity including scheduled and processed payments. Displays 18 months of activity with the ability to view previous or upcoming months. Full details of transactions or reminders can be viewed by selecting the links Jack Henry & Associates, Inc.

43 Transfers Tab An optional feature that can be offered to subscribers. Two Types of Transfers: Outbound Transfers: The most common transfer option. Transfers funds from subscriber s account at the bill pay institution to their account at another institution. Inbound Transfers: This must be purchased separately. Transfers funds from an outside institution to their account at the bill pay institution. Transfer Accounts Add Account Subscribers add accounts in their name at other institutions. These accounts require an activation code Jack Henry & Associates, Inc.

44 View Accounts Displays added transfer accounts with a legend to determine if funds can be transferred to or from the account. Schedule Transfer Subscriber chooses from single or recurring, then selects a Transfer To account, Amount, and the Process or Deliver By Date. Single Jack Henry & Associates, Inc.

45 Recurring Options Tab There are several options available to assist the business in managing their bill pay account Jack Henry & Associates, Inc.

46 Company Profile Business users can update their company profile and turn Dual Signatures on or off. Dual Signatures is a security feature that requires scheduled or edited transactions to be approved. Dual Signature can be turned on or off. When on, one additional user must have the Approval Authority permission. This enables sub users to approve transactions that are scheduled or edited. o This can also be managed via MASTER Site. o Transaction Approval s are sent at 2:00 a.m., 6:00 a.m., 10:00 a.m., 2:00 p.m., 6:00 p.m., and 10:00 p.m. ET until the transaction is approved. These s are only generated when transactions are Pending Approval Jack Henry & Associates, Inc.

47 Personal Profile This is the sub user s account profile. View Contact Info Sub users can update their , phone, and mobile numbers. Change PIN This appears only for DSO bill pay accounts Jack Henry & Associates, Inc.

48 Default Page Allows subscribers to change their default page to show a different page each time they log in. Challenge Phrases Subscribers 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 must be added. If ipay Solutions is providing support, the IVR number appears so they can call to have their account unlocked Jack Henry & Associates, Inc.

49 Manage Bill Pay Accounts Subscribers can view and manage their additional Pay-From Accounts. Add New Account Subscribers can add a new Pay-From Account by entering the nickname, account number, and account type. The default account type is checking, however, your institution can request to have the option to pay from savings turned on by your ipay Solutions coordinator. Once subscribers fill in the information and click submit, the account is placed in a pending status and their request is sent to MASTER Site for approval. o Each additional account must be approved or rejected. o Subscribers need to allow up to three business days for this process to complete. Once approved, they can schedule payments from this account Jack Henry & Associates, Inc.

50 Account owner details Subscribers have the option to add a Pay-From Account on behalf of another business by keying in the account owner name, address, and account information. This is an optional feature that can be offered to subscribers. Bill Pay Accounts Allows subscriber to view existing accounts. They can change their default Pay-From Account, edit a nickname or delete an account Jack Henry & Associates, Inc.

51 E-Notifications enotifications 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 These are sent when a particular event occurs. Log Out These are sent each time the subscriber logs out of bill pay. Added payees is a default notification and cannot be turned off Jack Henry & Associates, Inc.

52 Recurring These are sent on the frequency of the subscriber s choice. Reminders These are reminders to pay a bill with the option to add the reminder to their Microsoft Outlook calendar Jack Henry & Associates, Inc.

53 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 The subscriber completes the requested information and selects next to identify the permission settings for each new user. Adding a new user through the site is applicable to DSO accounts only. New users enroll for bill pay through online banking for Single Sign-On (SSO) accounts Jack Henry & Associates, Inc.

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55 Approval Authority is the permission setting for those approving transactions. Reports Reports assist with managing the details of their bill pay account. These can be converted to Excel. Reports include: Payments Processed Payment Changes Payments Stopped Payees Added Jack Henry & Associates, Inc.