Bill Pay User Guide FSCB Business

Bill Pay User Guide FSCB Business 1

Table of Contents Enrollment Process... 3 Home Page... 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... 8 Payee Locked Out... 12 View Payees... 14 Import Payee... 15 Manage Categories... 15 Payments Tab... 16 Single Payments... 16 Recurring Payments... 23 Scheduled Transactions... 24 Transaction History... 25 Calendar... 26 Options Tab... 27 Company Profile... 27 Personal Profile... 28 Manage Bill Pay Accounts... 29 E-Notifications... 31 Manage Users... 33 Reporting... 35 2

Enrollment Process Subscribers fill out the enrollment form through the Bill Pay tab to get started with bill pay once the feature has been turned on by FSCB. 3

Home Page This provides a snapshot view of the subscriber s bill pay activity. 4

Attention Required Displays when actions must be taken. This includes: Returned Payments Outstanding Check Activate Account (Payee) 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 The default displays My Transactions. The view chosen by the sub user 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. 5

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 6

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. 7

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 I have the bank account information The subscriber provides the recipient s account information. Check o A check is mailed to the recipient. 8

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 email with a secure link that requests 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. 9

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, email, or text. 10

Enter Activation Code and click submit. 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. If they fail to complete this, they are automatically deleted from the payee list and the subscriber is notified via email. o Scheduled payments cannot process until the payee enters their account information. 11

Payee Site Sample Screen Payee Locked Out Email 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 section Contacting the Financial Institution directly 12

I Have the Bank Account Information Subscribers can add an individual, who receives ACH deposits, if they have their direct account information. Routing numbers are validated for the external institution. Mail a Check Subscriber is required to enter the payee s address. 13

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. 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 14

Import Payee By clicking Import Payees, users can upload payee records from QuickBooks, Quicken or a CVS file. Manage Categories Subscribers can manage multiple payees by creating personalized categories. 15

Payments Tab Subscribers can manage transactions and payment history here. Single Payments Subscriber selects a Pay-From Account, Amount, and Process or Deliver By Date. The first available payment date is prefilled. 16

Power User View 17

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. Processing Information FSCB offers two processing methods, Process Date and Deliver by Date. Payments process Monday through Friday at 7:00 a.m. and 2:00 p.m. CST. Process Date Using this method, subscribers choose the day they want their payment to process. Electronic Payments: FSCB begins verifying the funds on the process date and time. o Once the funds are verified, FSCB 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, FSCB attempts to verify the funds at the next processing cycle. When the funds are not available after the third business the payment is canceled. 18

Check Payments: FSCB offers two check models: o ipay Solutions Checks: A check payment where funds are drawn on an account owned by our bill payment vendor. Once funds are verified, FSCB pulls the funds and sends payment to the payee. If funds are not available, FSCB attempts to verify the funds at the next processing cycle. If the funds are not available on the third business day, the payment is canceled. Checks are received and details are posted in the History usually in 3-7 business days. Deliver by Date Allows the subscriber to choose a due date and the system calculates the process date so the payment 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 payee. Email notification is sent to the subscriber under the following Funds Verification Activity: Advanced Processing Date NSF- Payments Canceled Payments The email advises the subscriber of the payee s name, reason for the change, and the new payment date. 19

Payment Date Calendar Subscribers click on the calendar to choose their payment date. There are two options: Standard Delivery or RUSH Deliver. Standard Delivery- Using this method, subscribers choose the payment date. This is dynamic to the Process Date or Delivery By Date. 20

Rush Delivery- Guarantees the payment is delivered within one or two business days. o Not all payees accept rush delivery payments. Rush Delivery only shows when available for the payee. Three Types of Rush Payment 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 specific date. If payment is not delivered by the specified date, the subscriber may be refunded up to $50.00 in late fees. 21

Subscriber must agree to the Fee Debit Authorization to schedule the rush payment. Processing Fees & Funds Check Rush Payments (draft checks): Fee is debited on the Process Date and the funds are debited 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. 22

Payment Confirmation Once payments are scheduled, confirmation numbers appear. The payment processing details can then be found under the History for that payee. Tax Payments This provides a direct link to the EFTPS site and takes the subscriber out of the bill pay site. 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. 23

Scheduled Transactions These are payments in Scheduled status, awaiting the Process Date. Options to Edit or Stop payments Payments can be Approved 24

Transaction History These payments have been processed and paid. History is maintained for 18 months. 25

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. 26

Options Tab There are several options available to assist the business in managing their bill pay account. Company Profile Business users can update their profile and turn Dual Signatures on or off. Dual Signatures is a security feature that requires scheduled or edited transactions to be approved. Dual Signatures can be turned on or off by the Administrator. When on, one additional user must have the Approval Authority permission. This enables sub users to approve transactions that are scheduled or edited. Transaction Approval emails are sent at 1:00 a.m., 5:00 a.m., 9:00 a.m., 1:00 p.m., 5:00 p.m., and 9:00 p.m. CST until the transaction is approved. o These emails are only generated when transactions are Pending Approval. 27

Personal Profile This is a sub user s account profile. View Contact Info Sub users can update their email, phone, and mobile numbers. Default Page Allows subscribers to change their default page to show a different page each time they log in. 28

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. Subscribers can be locked out for answering two challenge responses incorrectly, three times each. o Subscribers will receive a pop-up advising them to contact support for assistance. 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, you can also pay from a savings account. Once the subscribers fill in the information and click submit, the account is placed in a pending status and their request is sent to FSCB 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. 29

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 would be used if you have more than one entity attached to your online banking and you would like to pay bills from both entities. 30

Bill Pay Accounts Allows subscribers to view existing accounts. They can change their Pay-From Account, edit a nickname, or delete an account. E Notifications enotifications allow the business to monitor activity and assist with detecting fraud on their bill pay account. Notifications can be sent by email, text message, or both. Event These are sent when a particular event occurs. 31

Log Out These are sent each time the subscriber logs out of bill pay. Added payees is default notification and cannot be turned off. Recurring These are sent on the frequency of the subscriber s choice. 32

Reminders There are reminders to pay a bill with the option to add the reminder to their Microsoft Outlook calendar. Manage Users This allows the business to add as many admin users as they need to assist in managing their business bill pay account. 33

Add New User The Administrator subscriber will need to make sure the bill pay options are turned on through their online banking profile in order to have access to the bill pay options. Once this is complete the Admin can then edit what options the user can have access to through bill pay. New user permissions can be edited by the online banking Admin. 34

Reporting Reports assist with managing details of the bill pay account. These can be converted to Excel. Reports include: Payments Processed Payment Changes Payments Stopped Payees Added Revised 01/17/18 35