Online Cash Management

Business Bill Pay

Contents

Business Bill Pay .................................................................................................................................................... 1

Getting Started ............................................................................................................................................................ 1 Adding Payees ............................................................................................................................................................. 3

Add a Company ...................................................................................................................................................... 3 Add an Individual ................................................................................................................................................... 4

Payments Menu ........................................................................................................................................................... 5 One-time Payment ................................................................................................................................................ 5 Recurring Payments .............................................................................................................................................. 6 Scheduled Payments ............................................................................................................................................ 6 Stop Payments ........................................................................................................................................................ 8

Transfers ...................................................................................................................................................................... 11 Payroll Deposits ....................................................................................................................................................... 12 Options ........................................................................................................................................................................ 15

eNotifications ....................................................................................................................................................... 15 Reports .................................................................................................................................................................... 15

Business Bill Pay User Guide (3/2021) 1

Business Bill Pay Getting Started

A company administrator must activate Business Bill Pay (BBP) in Online Cash Management before it is available to users. Company administrators assign user privileges and accounts within BBP. Your user access may not include all features mentioned in this guide. The first time BBP is accessed, each user must establish a security profile. There is also a disclosure that must be accepted before the site will be available for use.

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After the security set-up is complete, the system administrator should establish user permissions, so the necessary functions are available.

For same-day capture, payments or transfers must be entered before noon Pacific time. Deletions or edits of scheduled payments must be made before 8 a.m. Pacific time on the payment’s Process Day.

Bill payments are processed at noon on bank business days. Funds will be debited from the sending account on the Process Date. If there aren’t sufficient funds in the account another processing attempt will be made the following business day; if funds are still insufficient the payment will be cancelled. The BBP home page provides an overview of recent activity and the user can manage their personal profile, including the option to choose a default landing page. There are “how-to” tutorials for the various functions of BBP. They are located by clicking Help in the upper right corner of the screen.

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Adding Payees

If you’re new to Bill Pay the first step is to add payees. Users with the permission to manage payees will be presented with one of their challenge questions when adding or managing payees.

Add a Company

This option is used for standard vendor payments such as credit cards, utilities, loans, etc. The information needed to set up payments to a company is found on the company’s billing statement. After entering some basic information, BBP will attempt to locate a payee match. If no match is found, the payee’s address information is entered manually. The system determines if payments to companies will be made by check or sent electronically. Payments can be sent on demand, or a recurring payment schedule can be established in BBP.

Only companies set up in a special electronic database for bill payments can be paid electronically.

Larger companies can often deliver eBills, which will send payment information and due dates directly to BBP. If eBills are available, there will be an on-screen option for set-up.

An online account must be established with the payee before enrollment can be completed for an eBill.

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Add an Individual

Smaller payments to people, such as local service providers, can easily be paid through this option. There is a choice between sending payments electronically or sending a check.

To guard against fraud, there are limits when making electronic payments to individuals. If an email address is used to obtain the payee’s bank account information the maximum payment through BBP is $2,500. If payee bank account information has been provided to your company for entry into BBP, the maximum single payment is $3,500 with a $6,000 daily total.

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Payments Menu

The cut-off for entering payments is noon – any entries after the cut-off will be effective the following business day.

Deletions or edits of scheduled payments must be made before 8 a.m. Pacific time on the payment’s Process Day.

One-time Payment

When sending a one-time payment, it is not necessary to establish a payee first, the payee can be added directly from the payments menu or selected from already-established payees.

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Recurring Payments

If the payment schedule was not set up when the payee was added, a recurring schedule can be established from the Payments menu.

Recurring payment frequencies can range from weekly to annually. Users schedule the processing date for the payment and the system estimates the arrival date based on whether the payee receives payment electronically or by check.

Scheduled Payments

A list of all scheduled payments is displayed. Details of the payment are available, and actions can be taken to manage or change the payments.

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The edit function allows the user to skip certain payments, change a payment, or change the entire series of payments.

Payments scheduled to process in the next 30 days are also displayed on the home page of BBP and they can be edited or stopped without going to the Payments menu.

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Stop Payments

Electronic payments made through BBP cannot be stopped after the payment has been processed.

Stop payments can be placed on outstanding checks, if needed, by going to Payment History.

A search filter will open and should be used to locate the applicable transaction.

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Open the details for the desired payment.

From the transaction details, open the timeline.

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At the bottom of the transaction details screen is a link to the stop payment request.

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Transfers

Outbound transfers of up to $6,000 can be made from your account at Mission Bank and sent to your account at another institution. If a transfer is entered prior to the noon deadline, it will normally deposit to the receiving account the following business day. The first step is setting up the receiving account information. After adding a new transfer account, a confirmation of successful entry will generate, and the account must be activated by Mission Bank. Please allow up to 24 hours for activation.

Transfers through BBP are not same-day transactions and may not be practical for transfers between Mission Bank Accounts. Real-time transfers between Mission Bank accounts can be processed using the NetTeller tab transfer option.

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Payroll Deposits

If your company subscribes to this optional feature, direct deposit of payroll and/or employee expense reimbursements can be made through BBP. An authorization from each employee participating in direct deposit must be obtained. Typical authorization forms provide a space for the employee’s account number and their bank’s routing transit number. Contact us if you would like a sample authorization form.

Step 1 – establish the payroll schedule.

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Step 2 – add the employees’ information. Employees are separated into three categories: hourly, salary and contractors. There can be a combination of the types, but the actual pay days need to be the same for all employees. When an email address is entered for an employee, they will receive notification of their payroll deposits. Optionally, a payroll deposit can be split between two accounts.

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Step 3 – schedule the deposits. Each payroll must be scheduled in BBP at least two days ahead of the actual pay day.

Although the frequency and start date were established in Step1, the system does not automatically schedule payroll based on these dates. A system-generated reminder is sent two days prior to the pay date.

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Options

The entitlements shown below are for an administrator of the Business Bill Pay site. Actual entitlements will vary based on the user’s permissions.

eNotifications

Notifications can be set up to monitor activity and assist with detecting potential fraud on BBP. There are several categories from which the user can choose. The notices can be delivered by email, text message, or both.

Reports

Various reports are available to assist with managing the details of BBP. Reports can be printed in a reader-friendly format or the data can be exported to a spreadsheet, if desired.