ipay Solutions Business Bill Pay Updated October 6, 2014 Good Funds FI Learner Guide

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3 Business Bill Pay Training... 1 Business Recording... 1 Subscriber s Point of Contact... 2 Hours of Operation:... 2 Home Page... 2 Message Center... 3 Attention Required... 3 Shortcut Method... 3 Transaction Scheduled to Process... 3 Since You Last Logged In... 3 Payees Tab... 3 Add a Payee... 3 Add a Company... 4 Add an Individual... 4 Add a Bank or Credit Union... 8 View Payees... 9 Import Payee... 9 Manage Categories...10 Payments Tab...10 Processing Payments...11 Scheduling Payments...11 Tax Payments...14 Recurring Payments...15 Scheduled Transactions...15 Transaction History...16 Payroll...17 Edit Payroll Schedule...17 Employee Information...18 View/Edit Employee...19 Pay Employees...19 Calendar...20 Transfers Tab...20 Options Tab...21 Company Profile...21 Personal Profile...22 Manage Bill Pay Accounts...22 e-notifications...23 Manage Users...25 Add New User...26 Reports...26 i Jack Henry & Associates, Inc. ProfitStars

4 Business Bill Pay Training *Please keep in mind that some of the services within this training may not apply to your institution depending on what you have turned on for your Subscribers. Business Recording - Learning Objectives Upon completion of this training you will understand: How the Business product can simplify life for your customers Approval process for bill pay transactions and payroll How to create and manage payees and transactions Reports and Options for managing bill pay account information Recommended Audience This training is intended for employees of your financial institution who: Will be assisting with Subscriber support for internal bill pay needs = Support staff to include Subject Matter Experts (SME s), Support Supervisors and/or Managers Are responsible for training your internal Admins = Train the Trainer **Please provide a copy of this learner guide for each employee who views the training. Contact FI Support for Assistance: Financial Institution Support Team is here to assist you with any questions regarding bill pay functionality, MASTER Site assistance or general questions about Subscriber accounts. You can contact them via Chat or Phone. Hours of Support: Monday-Friday, 7:30 AM - 8:30 PM ET To speak to a member of our FI Support team, contact them at or submit a jsource case. When calling, please choose from the following options to properly direct your inquiry: 1. Assistance with Subscriber s payments 2. Assistance with MASTER Site, technical issues, stop payments or payment cancellation 1

5 Subscriber s Point of Contact If ipay is supporting subscribers, then they will have two primary methods of contacting us for assistance, chat and phone. If the FI is providing Support then only their number will display. Hours of Operation: Monday- Friday 7:30 AM-2:00 AM ET o Chat o Phone (each FI will have their own IVR number for ipay Support) Home Page This will provide a snap shot view of the Subscriber s bill pay activity. It will also display transaction awaiting approval for those that have the Approval Authority turned on. 2

6 Message Center This is a secure location where the FI can send broadcast messages to all of their Subscribers and if ipay is providing support they will receive individual messages for payment inquires. Secure messages will remain in the message center for 180 days or until they are deleted by the subscriber. Attention Required This area will display notifications for payees requiring activation or transactions awaiting approval. Transfers and Payroll are optional per FI Shortcut Method Provides a faster way to schedule transactions and is based on the previous bill payment history. Transaction Scheduled to Process Displays transactions that are in a scheduled status with the options to Edit or Stop up until the processing time on the Process Date. Since You Last Logged In Displays transactions that processed with the option to View the details Reminders that were sent to pay bills Payees Tab Add a Payee Types of Payees Company Individual Bank or Credit Union 3

7 Add a Company ipay has a data base of payees already established. Each time the Subscriber adds a new payee the system will attempt to pull a correct payee match from their information. o If it pulls up an incorrect match, a link will be available for the Subscriber to click which will allow them to input additional information. 1 2 Add an Individual Activation Code is required to add this type of payee Two Options: Electronic & Check methods 4

8 Electronic o o Pay a Person ( Payee) The Subscriber can set up the individual to receive ACH transactions; however the payee will be the one to provide their account information via a secure link. ACH Payee The Subscriber can set up the individual to receive ACH transactions by inputting their account information. Pay a Person 1 st Step: Input the Payee s information Keyword: This is a security word that the Subscriber creates and must be communicated to the Payee. The Payee will be prompted to verify the Keyword as a measure of security to authenticate this process. Once it s correct, they will be able to input their bank account information. 2 nd Step: Activate the Payee Higher risk payees required an additional authentication: o Individual o Bank or Credit Union o Transfers (optional) It s activated by a ONE-TIME system generated code. It can be activated now or later; however if they choose to activate it later, then they will not be able to schedule payments. 5

9 Activation Process 1. Select a preferred delivery method to receive the activation code & select Request Activation Code. 2. Enter Activation Code and click Submit. 3. Payee will be sent an prompting them to enter the Keyword and Account Information The Payee will have 9 days to complete this process to become a permanent payee in the Subscriber s list. If they fail to complete this, it will automatically delete them from the payee s list and the Subscriber will be notified via Payee locked out The payee can be locked out for entering the keyword incorrectly three times. After the third lockout (nine total failed attempts) the payee will be deleted. After the initial lockout (three failed attempts), the system will automatically unlock the payee after 24 hours. The Subscriber will have the ability to unlock them from: Via the link in the notification advising that the payee has been locked out. Contacting ipay Support if ipay is providing support Contacting the Financial Institution directly if ipay support is not provided. 6

10 1-3 failed Attempts 4-6 Failed Attempts Payee Locked out Payee Locked out for the 2 nd time or or or Automatically unlocked after 24 hours Subscriber will receive an with a link to unlock the payee Contacting ipay Support if ipay is providing support -or- Contacting the Financial Institution directly if ipay support is not provided Subscriber will receive an with a link to unlock the payee Contacting ipay Support if ipay is providing support -or- Contacting the Financial Institution directly if ipay support is not provided If the payee enters the correct keyword at any time up to the 8 th attempt. The payee will be directed to enter in their account information. 7-9 Failed Attempts On the 9 th Failed Attempt, the payee will be deleted. The subscriber can re-add the payee and begin the process again. ACH Payee The Subscriber can add the payee to receive ACH deposits as long as they have their direct account information. 7

11 Check Subscriber will be required to enter the payee s address Add a Bank or Credit Union Allows the Subscriber to add other accounts to pay Types: Loans, Credit Card, Checking or Savings 8

12 View Payees View Payees allows the subscriber to manage all of their existing payees by three methods: o Pay: link to paying a Single payment o Edit: update the payee s account information Delete: remove the payee from the list, but their payment history will remain for 18 month Import Payee After clicking Import Payees, users have the ability to upload payee records from QuickBooks or Quicken. 9

13 Manage Categories Subscribers can manage multiple payees by creating personalized categories. Payments Tab Subscribers can manage transactions, payroll, and payment history within this tab. Tax Payments, Rush Payments, Payroll, and ebills are optional per FI 10

14 Processing Payments It s important to understand payment processing as there are two different processing methods we offer: Process Date or Due Date Deliver by Date. Similarities with both methods: Each institution will have a processing cutoff time at 2, 3, or 4pm EST. The Process Date is the day the funds will be removed from the subscriber s account. Keep in mind that both methods process electronic payments the same way. o The main difference when scheduling a payment is that it will display Process Date or Deliver by Date depending on the method your institution has chosen. Deliver by Date allows them to simply choose a due date and the system will calculate the process date ahead of time so that it arrives on time. Scheduling Payments Complete the following: Pay from Account, Amount, and Process Date or Deliver by Date. 11

15 Invoice/Comment Within the business product each will provide the option to add and invoice and/or comment. Comments are personal only to the subscriber and will not be included with the payment. Invoice information will be printed on check stubs. If a subscriber tries to add an invoice to an electronic payment, then it will prompt them to drop the payment to a one time check. Process Calendar They will have two options: Standard and/or Rush Delivery Standard Delivery Electronic Payments Funds will be pulled from your institution s settlement account and put it into ipay s settlement account on the process date. The funds will remain in ipay s settlement account for 24 hours; giving the FI enough time to cancel the payment for NSF. The funds will then be sent to the payee on the next available business day. It will take 1-2 business days for the payee to receive and post the payment file. Due Date Method - For electronic payments using the Deliver by Date method, the process date is automatically chosen 2 days prior to the due date. Check Payments - Two check model options (only one is available to FI s) ipay Checks ipay will pull the funds on the process day from your institution s settlement account and put them into ipay s. The check is then printed and mailed on the next available business day to the payee. The funds will be released to the payee once they cash it. 12

16 Draft Checks ipay will print the subscriber s checking and routing number on the check therefore the funds will be deducted from the Subscriber s account when the payee cashes it. Due Date Method - For check payments using the Deliver by Date method, the process date is chosen based on past history and location of the payee. Rush Delivery Optional per FI and Payees determine the types of Rush payments they accept. Three Types of Rush Payments: o $14.95 (draft check) Next Business Day o $9.95 (draft check) Second Business Day o $4.95 (electronic) Second Business Day 13

17 Rush Payment-Processing Fees & Funds Subscribers must accept the Fee Debit Authorization prior to submitting the Rush Payments. Check Rush Payments: (Draft Checks) The fee will be debited on the process date and the funds will be released once the payee cashes the check. Electronic Rush Payments: The fee and funds for the payment will appear as two separate debits on the subscriber s account on the process date. Tax Payments Optional per FI. This will provide a direct link to the EFTPS site and will take them out of the bill pay site. This can be turned on/off at the Subscriber level via the MASTER Site. 14

18 Recurring Payments These are payments that are paid on a consistent basis such as mortgages, rent, loans. The Series Options/Preferences to Pay Before or Pay After a holiday or weekend will only be available to institutions using the Process Date method. Institutions using the Deliver by Date method will not see this. Scheduled Transactions These are payments in a Scheduled status awaiting the Process date. Options Edit or Stop Payments can be Approved in this location 15

19 Transaction History These payments have processed and paid out to the Payees 18 months of payment history stored They have the option to View Details and submit a Payment Inquiry if a payment is in need of additional information or research o Payment Inquiries will only be available if ipay is providing support 16

20 Payroll This feature is optional per FI and is meant for smaller businesses that have employees they pay. It can be turned on/off at the business level via the MASTER Site. A wizard will walk them through the set up process upon their first login. These are direct deposit only. Edit Payroll Schedule This displays the Current Pay Day Schedule and will allow them to edit the schedule. They have the option to stop the current payroll schedule and start a new one by changing the information listed here. Once it s saved, a reminder will be sent 2 days in advance to schedule the payroll deposits. 17

21 Employee Information Add New Employee Three different types of Employees: Hourly, Salary, or Contractor o Employee Account Information Split Deposits Ex. If the employee wants $25 of each deposit to go into a savings account, then the subscriber can set up that additional account here by clicking on Split. The deposit amount needs to be the net amount ($25) as we do not calculate percentages or deductions. 18

22 View/Edit Employee This allows the subscriber to View Details, Edit, or Deactivate the employee. Pay Employees Two options: Regular Pay Day or Extra Pay Day Payroll must be scheduled and approved (by the Sub Users who have the permission, Approval Authority turned on) two business days prior to the pay date. The Subscriber will receive an reminder that payroll is awaiting approval. If Payroll is not approved, it will remain in a Pending status; therefore they must Stop the payment under View Scheduled Payroll o Regular Pay Day Follows the payroll schedule o Extra Pay Day Could be used for extra days worked, a bonus, or if the Subscriber missed the Regular Pay Day schedule Split Accounts will not be recognized with this option 19

23 Calendar This is an overview of the months bill payment activity It will display 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 Transfers Tab Transfers are optional per FI Transfer accounts require an activation code 20

24 Three Types of Transfers offered: o Outbound Transfers (most common)- Transfer of funds from their bill pay institution to an external institution o Intra-bank-Transfer of funds between accounts within the FI Ex. Transfer from Checking to Savings within their bill pay institution o Inbound Transfers (must be purchased separately)-transfer of funds from an outside institution into the bill pay Institution Options Tab There are several options available to assist the business in managing their bill pay account o Change Pin will not appear if the institution is SSO (Single Sign-On) Company Profile This allows them to update their Company Profile and turn Dual Signatures on or off. 21

25 o o Dual Signatures is a security feature that forces the business to have two Subusers approve transactions and payroll. 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 and payroll. This can also be managed via the MASTER Site. o Transaction Approval s will be sent at 6am ET, 10am ET, 2pm ET, 6pm ET, 10pm ET and 2am ET until the transaction is approved. These s will only be generated when transactions are pending approval. Personal Profile This is the sub-user s account profile. View Contact Info: Sub-users can update their , Phone and Mobile Devices. Change Pin: Only for DSO bill pay accounts. (this may not appear) Default Page: Allows subscribers to change their default page to display a different page each time they log in. Challenge Phrases: Subscribers can view all of the challenge phrase questions they have on file and add additional ones. Subscribers/Sub-users are required to have four phrase questions at all times. So in order to remove a phrase, they must add a fifth phrase, which will allow them to delete one. Sub-users can get locked out for answering questions incorrectly; however, if ipay is providing support, our number will appear so that we can unlock it. Manage Bill Pay Accounts Subscribers can view and manage their additional Pay from Accounts. o Default Account - The default type will be checking accounts; however, if you are going to allow them to pay from their savings accounts, then you must let your ipay coordinator know because this is automatically turned off. 22

26 Add New Account Subscribers can add a new Pay from Account by entering the nickname, account number, and account type. Each additional account must be Approved or Rejected. They may also have the option to add another pay from account on behalf of another business by keying in the account owner name, address and account information. However, this is an option that might not be turned on. Once subscribers fill in the information and click Submit, the account will go into a Pending status and their request will be sent to the MASTER Site for your approval. We ask subscribers to allow up to three business days for this process. After it s approved, they can schedule payments from this account. Bill Pay Accounts: Change their Default Pay from Account, Edit and Delete an account if they no longer use it. e-notifications e-notifications allow the business to monitor activity and assist with detecting fraud on their bill pay account Notifications can be sent to , text message, or both 23

27 Event e-notifications These are sent when a particular event occurs Example: The subscriber can be notified once the pay from account is approved Log Out e-notifications These are sent each time the subscriber logs out of bill pay Example: The subscriber can receive lists of the following: Recurring e-notifications These are sent on the occurrence of the subscriber s choice Example: The subscriber can receive a list of all scheduled payments and transfers 24

28 Reminders These are reminders to pay a bill Option to add the reminder to their Microsoft Outlook Calendar Manage Users This will allow the business to add as many Admin users as they need to assist them in managing their business bill pay account 25

29 Add New User Fill in the appropriate information Approval Authority - This is the location where the business user can turn this permission on for those Sub users who will be approving transactions and payroll Reports To assist with managing the details of their account, there is a Reports section. The reports can be converted to Excel. 26