Cash Management Bill Pay - Sugar River Bank · 2019. 5. 29. · Personal Profile This is the Cash...

CASH MANAGEMENT BILL PAY

5/29/19

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Table of Contents Enrollment Process ....................................................................................................................... 3

Home Page ..................................................................................................................................... 4

Messages......................................................................................................................................... 4

Attention Required ....................................................................................................................... 5

Shortcut Method ........................................................................................................................... 5

Scheduled ....................................................................................................................................... 5

History ............................................................................................................................................ 5

Since You Last Logged In .............................................................................................................. 5

Add a Payee .................................................................................................................................... 6

......................................................................................................................................................... 6

Add a Company............................................................................................................................. 6

Add an Individual ......................................................................................................................... 8

....................................................................................................................................................... 13

Payee Locked Out ....................................................................................................................... 13

I have the Bank Account Information ...................................................................................... 14

....................................................................................................................................................... 15

Add a Bank or Credit Union ...................................................................................................... 15

....................................................................................................................................................... 16

View Payees ................................................................................................................................. 16

....................................................................................................................................................... 17

Import Payees .............................................................................................................................. 17

Manage Categories...................................................................................................................... 18

Payments Tab .............................................................................................................................. 19

Invoice/Comment ........................................................................................................................ 21

Processing Information .............................................................................................................. 22

Electronic Payments ................................................................................................................... 22

NSF Processing Cycle ................................................................................................................. 22

Payment Date Calendar ............................................................................................................. 22

Tax Payments .............................................................................................................................. 26

....................................................................................................................................................... 26

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Recurring Payments ................................................................................................................... 27

Scheduled Transactions .............................................................................................................. 28

Transaction History ....................................................................................................................... 29

Calendar....................................................................................................................................... 30

Company Profile ......................................................................................................................... 31

Personal Profile ........................................................................................................................... 32

View Contact Info ....................................................................................................................... 32

Manage Bill Pay Accounts.......................................................................................................... 34

E-Notifications ............................................................................................................................. 35

....................................................................................................................................................... 37

Reports ......................................................................................................................................... 37

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Please Note: This guide is for dual sign on and ACH customers only. All other business

customers, please refer to the Consumer Bill pay Guide.

Enrollment Process Click the Bill Pay Tab and complete the enrollment form to get started will bill pay.

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Home Page This provides a snapshot view of your activity.

Messages Messages from the bank appear in the secure message center for 180 days or until you

delete them.

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Attention Required This feature notifies you when actions must be taken. Attention Required appears in the

top right-hand corner. It appears in the top-right hand corner of the page when you must

address one of the following situations:

• Returned Payment

• Outstanding Check

• Activate Account (Payee or Transfer)

• Unlock Email Payee

• Troubleshoot eBill

Shortcut Method This feature provides a faster way to schedule transactions and is based on bill payment history.

Scheduled This feature lists transactions that are scheduled to process within the next 30 days. You

have the option to Edit or Stop transactions up until the processing time on the Process

Date.

Cash 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 cash user appears on the next login.

History This feature lists transactions that have been processed or paid within the last 30 days with

the option to view details.

Since You Last Logged In This feature lists reminders that were sent.

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Add a Payee You can add different payees to the bill pay system.

• Company

• Individual

• Bank or Credit Union

Add a Company When adding a company, you enter information from the bill or statement. The bill pay

platform attempts to locate a payee match based on that information.

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Each time you add 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, you are required to enter the payee’s address.

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Add an Individual There are three options to add an individual as a payee:

• Electronic

-Allow them to provide their banking information-the recipient provides their

account information through a secure process.

-You have the bank information-you enter the recipient’s account information.

• Check

-A check is mailed to the recipient.

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The Payee Provides their account information

• You must provide contact information for the payee

• The payee receives a notification with a secure link that requests security validation

and their account information.

• Account information is passed behind the scenes and is not available to you at any

time.

Input the Payee’s Information

Enter the following information in the appropriate fields, then create a security keyword.

• A keyword is a word or phrase created by you that is communicated to the payee.

-The payee is required to enter it as a measure of security. When entered correctly,

the system prompts the payee to enter their bank account information.

-You can view the keyword when you edit the payee.

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Activate a Payee

You can activate a payee now or later. You are unable to schedule payments until the

activation process is complete.

Activation Process

Payee activation is an additional security feature for higher-risk payees:

• A Person

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• A Bank or Credit Union

• Checking and Savings options always require an activation code.

• Loan and Credit Card options only require an activation code if a match is not

found in the payee database.

• Transfers

Activation Code Details

An activation code is a one-time system generated code:

• It is specific to each payee and expires if you:

-Request a new code for the payee.

-End the bill pay session.

• Payments cannot be scheduled until this step is complete.

Activation Code Steps

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Payee is sent an email where they must enter:

• Keyword

• Account Information

-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 you are

notified via email.

-Scheduled payments cannot process until the payee enter their account

information.

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.

You have the ability to unlock them through/by:

• Attention Required

• Contacting Sugar River Bank Online Banking Support

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I have the Bank Account Information You can add a person to receive ACH deposits if they have their direct account information.

NOTE

Routing numbers are validated for the external institution.

Mail a Check

You must enter the payee’s information in the appropriate fields.

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Add a Bank or Credit Union You can pay a bank or credit union for a loan, credit card, checking or savings account.

• Activation Codes

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-Loan and Credit Card options only require an activation code if the system is unable to

locate a match in the payee database.

-Checking and Savings options always require an activation code.

View Payees You can view and manage your existing payees:

• Pay: Schedule a single payment

• Edit: Update payee information

• Delete: Remove the payee from the list (History is maintained for 18 months)

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• Activate: Request an activation code for the payee.

Import Payees By clicking Import Payees, you can upload payee records from Quickbooks, Quicken or a

CVS file.

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Manage Categories You can manage multiple payees by creating personalized payee categories.

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Payments Tab You can view and manage your bill pay account by using various features of the Payments

tab.

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You can click the payees name from the list on the let menu, then select a Pay From

account, Amount and Payment Date.

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Invoice/Comment You 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.

-When adding an invoice to an electronic payment, you are notified that the payment is

sent as a one-time check.

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Processing Information Payments process Monday through Friday at 3:00PM ET

Electronic Payments

• Once the funds are verified, the funds are pulled and payment sent to the payee. The

payment usually arrives in 1-3 business days.

• If the funds are not available, we will verify funds at the next processing cycle. When

funds are not available after the second attempt, the payment is canceled.

Check Payments

• Your account number and routing number are printed on the check.

• The funds are not withdrawn from your account until the payee cashes the check.

• The check usually arrives in 3-7 business days.

NSF Processing Cycle For electronic payments, if your account does not have sufficient funds-the payment is retried for

5 banking days. After attempting to process for 5 days, the payment is cancelled.

Payment Date Calendar Click on the calendar to choose your payment date. There are two options: Standard or

Rush Delivery.

Standard Delivery

Using this method, you choose the payment date.

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Rush Delivery

Rush Delivery guarantees the payment is delivered within one or two business days.

Three types of Rush Payments Fees:

• $19.95 (draft check) Next business day

• $14.95 (draft check) Second business day

• $4.95 (electronic) Second business day

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You 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 when the payee cashes the check.

• Electronic Rush Payments: Fee and funds for the payment appear as two separate

debits on your account on the process date.

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Payment Confirmation

Once payments are scheduled, confirmation numbers appear.

Tax Payments This provides a direct link to the EFTPS site and takes you out of the bill pay site.

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Recurring Payments You can set payments to be paid automatically on the frequency of your choice by clicking

Make it recurring:

• Weekly

• Every other week

• Every four weeks

• Monthly

• Every other month

• Twice monthly

• Every three months

• Every six months

• Annually

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Scheduled Transactions These are payments in scheduled status, awaiting the process date.

• Options to Edit or Stop payments

• Payments can be Approved

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Transaction History These payments have been processed and paid.

• History is maintained for 18 months.

• Option to View Details.

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Calendar This is an overview of the month’s bill payment activity during 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.

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Company Profile You can update your company profile and turn Dual Signatures on or off.

Dual signatures is a security feature that requires scheduled or edited transaction to be

approved.

• When on, one additional user must have the Approval Authority permission. This

enables Cash Users to approve transactions that are scheduled or edited.

-Transactions approval emails are sent at 2:00AM, 6:00AM, 10:00AM, 2:00PM, 6:00PM

and 10:00PM ET until the transaction is approved. These emails are only generated

when transactions are Pending Approval.

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Personal Profile This is the Cash User’s profile

View Contact Info Cash Users can update their email, phone and mobile phone numbers.

Default Page

This feature allows you to change your default page to show a different page each time you

log in.

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Challenge Phrases

Four challenge phrase questions are always required.

• You must add another challenge phrase to remove one.

• You can be locked out for answering two challenge phrase questions incorrectly,

three times each. Please contact Sugar River bank if you are locked out.

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Manage Bill Pay Accounts You can request to add your additional accounts. You can choose to edit the nickname or the

default pay-from account. You may also delete the pay-from account.

Add New Account

Each additional account must be approved by Sugar River Bank prior to use. Please allow

up to three business days for this process to complete. Once approved, you can schedule

payments from this account.

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E-Notifications Allows you to monitor activity and assist with detecting fraud on your bill pay account.

Notifications can be sent by email, text, message or both.

Event

These are sent when you customize for particular activities.

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Log Out

These are sent each you log out of bill pay. Added payees is a default notification

and cannot be turned off.

Recurring

You have your choice of frequency

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Challenge Phrases

Four challenge phrase questions are always required.

• You must add another challenge phrase to remove one.

• You can be locked out for answering two challenge phrase questions

incorrectly, three times each. Please contact Sugar River Bank, if this

happens.

Reminders

Reminders to pay a bill with the option to add the reminder to your Microsoft

Outlook Calendar.

Reports Reports assist with managing details of the bill pay account. These can be converted to

Excel.

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Reports Include:

• Payments Processed

• Payment Changes

• Payments Stopped

• Payees Added