E-Checks

Report
Carolyn Arita
Clackamas Community College
Preparing to Use E-Checks
 Who does it affect?
 Accounts Payable
 Employees/Vendors
 Accounts Payable
 No Printing
 No Mailing
 No Distributing
 Employees/Vendors
 No Pick-Up
 No Bank Trip
 No Waiting
Setting Up Global Parameters
 APDE - AP Parameter Definition
Setting Up Global Parameters
 APDE - AP Parameter Definition
Setting Up Global Parameters
 ECPD – E-Check Parameters
Gathering Bank Account Information
 Online Through WebAdvisor
Gathering Bank Account Information
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Gathering Bank Account Information
 Directly into Colleague Through BAIE – Bank Account
Info Entry
Prenoting Bank Account Information
 ECPP – E-Check Prenotes
Creates a Report in Datatel
Creates a File to be Sent to the Bank
Bank Website
 Go to the Bank website to upload and send file
Selecting and Paying Vouchers
with E-Checks
 CKSE – Check Payment Selection
CKSE Report
Selecting and Paying Vouchers
with E-Checks
 ECHP – E-Check Production
Creates a Report in Datatel
Creates a File to be Sent to the Bank
Bank Website
 Go to the Bank website to upload and send file
Employee enters bank info
in Webadvisor bank info
form(bank information
form attached).
Bank info populates in
BAIE, Bank Account Info
Entry form
Business Office
runs ECPP to create prenote
file(see #1 below)
All information in BAIE will
be prenoted.
Business Office uploads
prenote file to B of A direct
BA direct is accessed to retrieve bad
account report.
AP runs CKSE to
select payments
AP runs ECHP , E-Check
Production, to create ACH file
to bank
AP uploads ACH
file to BA direct
Bad Accounts?
Employee
corrects bank info
online
Business Office enters "NO" in
e-Check box in BAIE and
contacts employee
(see #2 below)
#1 A prenote is a validation of bank account information. All bank accounts
need to be prenoted in order to pay the payee with an e-check.
The ECPP process creates an export file of accounts that need to be prenoted
with the bank. The process can be ran for only current or future accounts
that have not already been prenoted, or can be ran for all accounts.
When ECPP is ran, a prenote box in the Bank Account Info Form(BAIE)
will automatically be populated with "Yes" showing that the account has
been prenoted. The box has to be marked "Yes" in order for the bank
information to be used to pay vouchers by e-check. If bank info is changed, the prenote
box automatically changes to "N".
#2 The Bank Account Information form(BAIE) is where bank information entered
from Webadvisor, is stored. There is an e-check pay flag on the form.
Entering "Y" allows the bank account information to be used to pay vouchers
by e-check. Entering "N" disables payment by e-check using this bank information.
Please mail completed form to:
Accounts Payable
Clackamas Community College
19600 Molalla Avenue
Oregon City, OR 97045
Or fax it to the CCC Business Office at: 503-722-5879
ACH ENROLLMENT FOR PAYMENTS FROM CLACKAMAS COMMUNITY COLLEGE
VENDOR INFORMATION
SUPPLIER/VENDOR NAME
ADDRESS_____________________________________________________________________________________________
CITY/STATE/ZIP________________________________________________________________________________________
EMAIL ADDRESS FOR NOTICE ABOUT PAYMENT ______________________________________________________________
TAXPAYER IDENTIFICATION NUMBER (from your W-9 form) ____________________________________________________
BANK ACCOUNT INFORMATION
FINANCIAL INSTITUTION NAME
FINANCIAL INSTITUTION CITY/STATE
TYPE OF ACCOUNT (Choose one)
BANK ABA ROUTING NO.
DEPOSIT ACCOUNT NO.
Checking
Savings
DEPOSITOR ACCOUNT TITLE
A voided check for this bank account must be attached. No deposit slips please.
AUTHORIZATION
We hereby authorize Clackamas Community College to initiate CREDIT ENTRIES ONLY to our financial institution for all payments due to us. We acknowledge that the origination of ACH transactions to our account must comply with the provisions of US law and that this information is to remain
in full force and effect until Clackamas Community College has received written notification from us of termination in such time and such manner as to afford Clackamas Community College and the Financial Institution a reasonable opportunity to act on it. The information provided above is correct
as of the date this form is signed. We agree not to hold Clackamas Community College responsible for any delay or loss of funds due to incorrect or invalid information supplied by us.
AUTHORIZED REPRESENTATIVE
PRINTED NAME
TITLE
SIGNATURE
DATE
TELEPHONE
Sample Letter
To our valued vendor:
CCC is offering electronic payment to selected vendors. This service deposits the amount due to you directly into your bank account. Instead of a
paper check, you will receive an email detailing the description, invoice numbers, and amounts of your invoices included in the ACH payment.
Electronic payments eliminate the mailing time for a paper check, reduce the risk theft of a paper check, and minimize the work of preparing a
deposit on your end.
To sign up, simply complete and return the attached enrollment form by mail or fax. Your bank information will be entered into our accounts
payable software and will be accessible only to college staff that enters the data and process payments. You may change the bank account to
which the deposit is made at any time by sending an updated form. You may cancel this service and revert to paper by mailing or emailing that
request. Please do not email the enrollment form or your bank information.
If you have any questions about the process, please call Pat Butson in Accounts Payable at 503-594-3085 or email [email protected]
Sincerely,
Chris Robuck
Director of Fiscal Services
Clackamas Community College
19600 Molalla Avenue
Oregon City, OR 97045-7998

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