WinHAP - Bank Direct Deposit Setup WinHAP has the functionality to allow you to setup landlords 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 landlords. This process involves automatic withdrawal of the landlords hap payment directly from the HA s bank account and depositing it into the Landlord s bank account. From Encompass, choose Tenant Applicant Management and then click on winhap. From winhap, choose Setup and then Bank Dir Dep Info 1) The Bank Direct Deposit Information needs to be set up for each bank account involved in direct deposit. Choose File, then Setup and then Bank Direct Deposit Info. Page 1 of 8
Enter the Section 8 bank account that the direct deposit payments will come out of. Enter the housing authority information here. Enter the bank sending point name and routing number here. This information is available from the bank. This information is usually the same as the bank information unless a clearinghouse is used. Again, the bank will know this. Setup information for the ACH file these options may be changed as prenote files are processed and sent to the bank. 2) All payees who will be using direct deposit will need their Payment Type marked as Direct Deposit on the Landlord Address Tab. Page 2 of 8
From winhap, choose Payee and lookup the landlord. Click on Direct Deposit under Payment Type. 3) All payees/landlords need their Bank Information entered on the Bank Information Tab. The routing number, account number and type (checking or savings) are critical and must be filled in. The remaining information on this tab is optional. Page 3 of 8
4) 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 payees. After the initial Prenote file is processed, a Prenote file is created each time a new payee is added to verify their routing and bank account information. The Prenote process is under Setup and then Payee Dir Dep Prenotes Choose the housing authority bank account for this Prenote ACH file. Page 4 of 8
Check the payees/landlords that need to have their bank routing numbers and account numbers validated. Only Landlords 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
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 check process can be done. 5) The ACH File is created in the HAP Wizard or from the Print Check Batch in winhap. Page 6 of 8
The Create ACH File option is available from the HAP Wizard during the Print Checks process as shown below: An ACH File can 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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