ACH Manager - First Interstate BancSystem...Individual same day ACH entries must be $25,000 or less....

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Equal Housing Lender. Member FDIC.

ACH ManagerU S E R G U I D E


Table of ContentsIntroduction 2Processing Schedule 2

Daily Processing 2Holiday Processing 3

ACH Terms & Definitions 3Limits 3Standard Entry Class (SEC) Codes 3ACH Participants 4

How to Login to ACH Manager 5Creating New ACH Transfers 6Types of ACH Transfers 8

PPD – Prearranged Payment or Deposit / Payroll / Health Savings Account Entry 8CCD – Corporate Credit or Debit / Vendor Payment / Remittance / Child Support Payment Entry 9CCD (TXP) – Federal Tax Payment 10CCD (TXP) – State/Local Tax Payment 11CTX – Corporate Trade Exchange Entry 12

ACH Transfer Templates 13Creating a new ACH Transfer Template 13Editing an Existing ACH Transfer Template 14New Transfer using an ACH Transfer Template 15Deleting an Existing ACH Transfer Template 16

Special Features: Display Details, Holds, Undo 16Display/Hide Details 16Undo 17

Importing ACH Transfers 18Creating File & Batch Header Records in ACH Software 18Importing Pre-notifications (Prenotes) 19Importing NACHA-Formatted Files 19Importing Using Templates (non-NACHA Formatted Files) 19Creating New Templates 20Using Templates to Import ACH Files 21File Import Error Messages 22

Inquiring into ACH Transfers 24Sorting, & Filtering 26

Column Sorting 26Column Filtering 26

Reports 27View / Print / Export Reports for Individual ACH Transfers 28

Changing ACH Transfers 29Reviewing ACH Transfers 30Resubmitting ACH Returned Items 30Reversing ACH Transfers 31Deleting ACH Transfers 32

Notification Emails 32Tax Type Conversion Codes 33

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Introduction

PROCESSING SCHEDULE

ACH Manager allows you to safely and quickly originate ACH transactions for your business when and where it is most convenient for you. This user guide explains how to use ACH Manager to submit electronic payments and deposits.

Credit Entries Next Day ACH Should be transmitted no later than 5:30 PM MST 4:30 PM PSTat least one banking day* before the effective date** of the entries.

Same Day ACH*** Must be transmitted no later than 10:30 AM MST 9:30 AM PSTon the effective date of the entries.

Debit Entries Next Day ACH Should be transmitted no later than 5:30 PM MST 4:30 PM PSTat least one banking day* before the effective date** of the entries.

Same Day ACH*** Must be transmitted no later than 10:30 AM MST 9:30 AM PSTon the effective date of the entries.

*Banking day is defined as a day the Bank and Federal Reserve are both open (other than Saturdays, Sundays, or Federal holidays).

**Effective Date must be a banking day, or the file will be processed on the first banking day after the effective date.

***Same Day ACH refers to entries initiated by the customer with an effective date of the current date, which are submitted to the Bank per the processing deadlines above for same-day settlement. Same-day entry fees will apply to said entries as noted in the Bank’s fee schedule.

Any ACH entries received by the Bank containing stale-dated or incorrect/invalid effective entry dates will be processed as same day ACH entries. Individual same day ACH entries must be $25,000 or less.

Note: ACH transaction can be submitted up to 60 days in advance.

Daily Processing

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Holiday Processing

ACH file processing is available Monday through Friday when the Bank and Federal Reserve are both open. ACH file processing is not available on Saturdays, Sundays, or the following Federal holidays:

The Bank closes early on Christmas Eve; cut-off times will be communicated closer to that date. Holiday details are subject to change and are communicated to customers within I-Corp.

• New Year’s Day

• Martin Luther King Jr. Day

• Presidents’ Day

• Memorial Day

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving Day

• Christmas Day

ACH TERMS & DEFINITIONS

Limits• Settlement Date Limit – Limit based on when the file will settle. File totals are calculated and

deducted from your limit based on when the file settles.

• Monthly Limit – Limit based on what was sent in the last 30 days. File totals are calculated and deducted from your limit based on files sent within the last rolling 30 days.

Standard Entry Class (SEC) Codes

Several types of ACH transactions can be initiated within ACH Manager. The four ACH SEC codes are:

1. Prearranged Payment or Deposit Entries (PPD) PayrollPrearranged Deposit (Credit)Prearranged Payment (Debit) Health Savings Account (HSA)

2. Corporate Credit or Debit (CCD) Corporate DebitCorporate CreditVendor PaymentsRemittanceChild Support PaymentsMaximum 1 Addenda Record Available

3. Corporate Credit or Debit + TXP (CCD) Federal Tax Payment State/Local Tax Payment

4. Corporate Trade Exchange (CTX) Corporate DebitVendor PaymentsRemittanceUp to 9,999 Addenda Records

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ACH Participants

There are six participants in ACH transactions, as defined in the ACH Rule Book:

Originator:Originator is the entity that initiates ACH entries according to an arrangement with a Receiver. The Originator is usually a business directing a transfer of funds to or from an individual’s or another business’s account.

Receiver:Receiver is an individual or business that authorizes an Originator to initiate ACH entries to the Receiver’s account.

Originating Depository Financial Institution (ODFI):ODFI is the Originator’s bank that receives payment instructions from Originators and forwards ACH entries to the ACH Operator.

Receiving Depository Financial Institution (RDFI):RDFI is the Receiver’s bank that receives ACH entries from the ACH Operator and posts them to the accounts of its depositors (Receivers).

ACH Operator:ACH Operator is the central clearing facility, operated by a Federal Reserve Bank (FRB) or a private organization, which receives ACH entries from ODFIs and distributes the entries to appropriate RDFIs.

NACHA:National Automated Clearing House Association (NACHA) provides operating guidelines for all ACH participants.

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HOW TO LOGIN TO ACH MANAGER1. Go to firstinterstate.com and login to Corporate Online Banking (I-Corp) with your Access ID.

2. Click on Management Tools from the top menu and choose ACH Manager.

3. A new window will open with the ACH Manager Select External Transfer Criteria screen.

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CREATING NEW ACH TRANSFERS 1. Select the appropriate option from the list on the left side of the page:

a. New ACH Transfer – Create a new ACH file from scratch, manually entering all information. b. New ACH Transfer Using Existing Transfer – Copy the information from an ACH file you previously created, manually updating fields as needed to create a new file.

2. If you select: a. New ACH Transfer – Select the type of ACH transfer from the drop-down menu in the upper right corner. Once chosen, click Submit. b. New ACH Transfer Using Existing Transfer – Enter information about the previous processed transfer (Transfer Description, Date Range, Amount Range, ACH Type) into the right side of the page, click Submit, and click on the appropriate file name that appears in the ACH List. If you do not have the transfer information, click Submit for a full list of activity.

3. Complete the required information on the ACH transfer screen. For details on each field, refer to the appropriate section of this guide based on the type of file you’re creating. You can find more information about type of file starting on page 8.

4. When finished entering the transfer information, click Save or Process: a. Save will store your transfer as a pending transaction you can modify later. A confirmation screen displays a summary of the transfer with a Reference Number. Click Done. For more information on how to modify a pending transaction, see page 29.

b. Process will submit the transfer to the bank for processing. Continue following the steps below.

5. After clicking Process, when prompted by a Security Challenge, enter the One Time Password from your token and click Submit.

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6. Watch for a processing screen to indicate the file upload was successful. a. If the file exceeds one of your limits, settlement date, or monthly limit, you will see a red Error Message. It will state which limit is exceeded and by how much.

b. If the file requires additional client/customer or bank review, you will see a Warning Message.

c. If the file is unable to process due to an error or missing information in the file, a red Error Message will appear (reasons may vary; the content of the message will determine the nature of issue).

d. If the system flags a file as a duplicate, a warning message displays with information about each suspected duplicate file. Click Cancel or Done to stop the file from processing, or click Process so the file can continue processing.

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TYPES OF ACH TRANSFERS

Each ACH transfer type will have different fields to complete. However, you will find the list of fields below are common across all ACH transfer types:• Description – Enter a description of this ACH file, which will appear on the Receiver’s account

statement after your company’s name (i.e. ABC Company Payroll).

• Effective Date – Enter the date the entry should post to the Receiver’s account (excludes weekends or holidays).

• Same Day – Check the box if you want the transfer to post the day you process it. (Same Day ACH is subject to deadlines and higher per item fees; individual transactions cannot exceed $25,000).

• Recurring Frequency – To repeat daily, weekly, or monthly, choose an option from the drop-down.

• Recurring End Date – For recurring transfers, choose the final date for the transfer to recur.

PPD – Prearranged Payment or Deposit / Payroll / Health Savings Account Entry

A PPD is a credit or debit transaction for transferring funds to/from consumer accounts for payroll, memberships, tuition, etc. Complete the following fields:

Prearranged Payment (debiting funds from another individual)

• Transfer From Your Account to Another — Enter the following information:

▷ Payer’s name

▷ Identification Number (if appropriate)

▷ Account Number

▷ Type of Account (checking, savings)

▷ Routing Transit (RT) number

▷ Amount

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Columns can be sorted by clicking on the column name. Click Description to display an optional field you can include, like the memo line on a check. Note: information in the Description field may appear on the Payer’s bank statements (this is dependent on the Payer’s bank).

• Transfer To — Use the drop-down to select your Credit Account and enter the Amount. Click Description to display an optional field you can include, like the memo line on a check.

Prearranged Deposit/Payroll (crediting funds to another individual)

• Transfer From — Use the drop-down to select your Debit Account and enter the Amount. Click Description to display an optional field you can include, like the memo line on a check.

• Transfer To — Enter the following information:

▷ Receiver’s Name


▷ Account Number



▷ Amount


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CCD – Corporate Credit or Debit / Vendor Payment / Remittance / Child Support Payment Entry

Corporate Credit (crediting funds to another business/entity)

• Transfer From — Use the drop-down to select your Debit Account and enter the Amount. Click “Description” to display an optional field you can include, like the memo line on a check.

• Transfer To — Enter the following information:

▷ Receiver’s Name


▷ Account Number



▷ Amount


CCD (TXP) – Federal Tax Payment

CCD (TXP) transfers are used to make federal tax payments. Taxes are required by the Secretary of the Treasury to be deposited with an authorized financial institution or the Federal Reserve Bank. Complete the following fields: • Name – Enter the name of the Taxpayer.

• Taxpayer ID – Enter the Tax ID number of the company making the tax payment.

• Tax Period End Date – Enter the Tax Period End Date for this payment.

• Tax Description/Tax Type Code – Select the description of the tax file from the drop-down. Tax Type Conversion Codes can be referenced on the last page of this guide.

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• Tax Amount 1 – Amount to be sent. (If sub-categories are used, enter Type 2 & 3 – unused fields may be deleted by clicking the X next to the row)

• Amount Type – This field will auto fill with the Tax Description Number. (If sub-categories are used, enter Type 2 & 3 – unused fields may be deleted by clicking the X next to the row).

• Amount Type Description – Tax description. (If sub-categories are used, enter Type 2 & 3. Unused fields may be deleted by clicking the X next to the row.)

CCD (TXP) – State/Local Tax Payment

CCD (TXP) transfers are used to make state and local tax payments. Complete the following fields: • State – Select the state from the drop-down.

• Tax Description – Select the description of the tax file from the drop-down.

• Name – Enter the Receiver’s name.

• Taxpayer ID – Enter the Tax ID number of the company making the tax payment.

• Tax Period End Date – Enter the Tax Period End Date for this payment.

• Taxpayer Verification – Enter the ACH Credit Registration Number of the taxpayer.

• Tax Agency Account – Enter the account number for the tax agency. This auto fills, but can be manually changed.

• Tax Agency RT – Enter the routing number for the tax agency. This auto fills, but can be manually changed.

• Tax Amount 1 – Enter the total tax to be sent to the agency.

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CTX – Corporate Trade Exchange Entry

CTX transactions are used to transfer funds (debits or credits) between trading partners. Complete the following fields: • Transfer From – Use the drop-down to select your Debit Account and the Amount. Click

Description to display the optional field you can include, which is like the memo line on a check.

• Transfer To – Enter the Receiver’s Name, Identification Number (if appropriate), Account Number, Type of Account (checking, savings), Routing Transit (RT) number, and Amount. Columns can be sorted by clicking on the column name. Click Description to display the optional field you can include, like the memo line on a check. For CTX transfers, you can add up to 9,999 Descriptions/Addenda records for each entry. Each description/addenda has an 80-character maximum.

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ACH TRANSFER TEMPLATES Creating a new ACH Transfer Template

1. Select the ACH Transfer Template option from the list on the left side of the Select External Transfer Criteria page and click Submit.

2. Click the New button on the bottom, right-hand side of the page under the Template List.

3. Select the ACH Type and click Submit.

4. Populate the information as it pertains to your template: a. Template Name b. Recurring Frequency (if making a recurring transfer)* c. Template Group – You may need to create a template group by clicking New to the right of the drop-down menu. d. Select the users that will have access to the template in the User Access section. e. Enter the necessary information in the Transfer From section. Depending on the type of ACH transfer, you might be prompted for the offset account.** f. Enter the necessary information in the Transfer To section. Depending on the type of ACH transfer, you might be prompted for the offset account.** g. When completed, click Save to save the template.

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*To start the recurring transfer, any recurring template will need to be submitted the first time through the New Transfer option.

**Templates can be created with $0.00 if the amounts are subject to change, such as with hourly employees. The amounts listed in the template do not have to balance if some amounts are static and some are not. The ACH transfer will need to balance prior to submitting a New Transfer.

Editing an Existing ACH Transfer Template 1. From the Select External Transfer Criteria page, select the ACH Transfer Template option from the list

on the left side and click Submit.

2. Select the Edit Template option for the template that needs to be edited. This will open the template as if you were creating a new template.

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New Transfer Using an ACH Transfer Template 1. From the Select External Transfer Criteria page, select the ACH Transfer Template option from the list


2. Select the New Transfer option for the template that is needed for the ACH Transfer.

3. Select the Effective Date. This date has to be a future date. If you need a same-day transfer, select the Same Day option. (Refer to the Same Day section for Same Day cut-off times.)

4. Enter the amounts in the Transfer From and Transfer To section if updating is required.

5. Select the Process button when all information is updated and the transfer is ready to send.

6. You will then be prompted for your token One Time Password to complete the transfer.

3. Make the required edits (add, delete, or change information).

4. Click Save to save any changes.

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Deleting an Existing Transfer Template 1. From the Select External Transfer Criteria page, select the ACH Transfer Template option from the list


2. Select the black X under the Delete Template option for the template that needs to be deleted.

3. Click the Delete button to delete the template.

SPECIAL FEATURES: DISPLAY DETAILS, HOLDS, UNDO When entering any ACH transfers into ACH Manager, you will notice additional, optional fields.

Display/Hide Details

The Display/Hide link is located just below Transfer Type. When clicking on Display Details, an optional section will appear that displays batch information. The Company Entry Description field can be updated within this section. To close the batch section, click Hide Details.

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If you select the hold box beside an entry, the entry will not be processed with the rest of the file. This allows you to exclude a specific transaction from a transfer without deleting it from the file. You can also click Hold Batch to hold all entries in a batch, even if they are on multiple pages. Remove the hold by clicking Unhold Batch. If a template transfer is put on hold, the review process is automatically initiated, ensuring a notification email is sent to the authorized administrator to approve the hold.

Use the Select All link to automatically select/un-select Hold boxes beside every entry on the screen. If you have entries that extend onto multiple screens, you must click Select All on each individual page.

Undo

If you delete an entry from an ACH Transfer, the information remains visible but will have a line through it. An undo icon will appear at the far right as well. In order to restore the deleted entry, click Undo.

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IMPORTING ACH TRANSFERS Many accounting programs will let you export payroll or other ACH files, which can then be imported into ACH Manager for processing. You can import both NACHA-formatted and non-NACHA formatted files. See below for more details.

Creating File & Batch Header Records in ACH Software

If your ACH software asks you to create your File and Batch Header Records, use the information below:

FILE HEADER RECORD (1 record) Example Definition

Immediate Destination TR 092901683 Typically your bank’s routing and transit number

Immediate Destination Name Bank Name (i.e. First Interstate Bank)

ACH Operator or Receiving Point for which the file is destined

Immediate Origin TR 092901683 or Company TIN Typically your bank’s routing and transit number or your company’s TIN

Immediate Origin Name Bank Name or Company Name Bank name or company name

BATCH HEADER RECORD (5 record) Definition

Company Short Name (16 characters) Company name (16 characters)

Company Discretionary Data Field available for company use

Company Identification Company’s TIN preceeded by a ‘1’

Originating DFI Identification 09290168 Your bank’s routing and transit number (first 8-digits only)

Default Entry Description Transaction Type. Will appear on Receiver’s account statement

OFFSET-BALANCED YES Definition

Offset Transit Routing 092901683 Bank’s routing number

Offset Account Number Company account number to be credited/debited for file

Offset Description Info may appear on company’s bank statement

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Importing Prenotifications (Pre-notes)If you want to import an entire file of Pre-notes:

1. Import the file with the appropriate pre-note transaction codes (23 – checking credit; 28 – checking debit; 33 – savings credit; 38 – savings debit).

2. Do not reuse that file after it has been imported and processed. • If you attempt to create a new ACH file using an existing imported pre-note file, your new file will automatically generate pre-notes again – even if you remove the pre-note transaction codes.

3. To submit your first live entry file, import a whole new file with the appropriate transaction codes (22 – checking credit; 27 – checking debit; 32 – savings credit; 37 – savings debit)

Importing NACHA-Formatted Files To submit ACH files that are already NACHA-formatted from your own software:

1. Under Import ACH Transfer, select NACHA from the Criteria menu and click Submit.

2. Browse to the ACH file you exported from your software and select the transfer type. Click Next.

3. Update the effective date (if needed) and review the summary of the imported ACH file. Effective date cannot be a weekend or holiday.

4. Click Process to submit the file for review.

5. If needed, click Back to return to the File Selection screen.

6. Review will enable you to review the transfer created by the file imported. You can make any changes prior to submitting the transfer by selecting Process.

Importing Using Templates (non-NACHA Formatted Files) ACH files that aren’t NACHA-formatted files (usually these are CSV or Tab files) can be imported and processed using a Template.

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Creating New TemplatesA separate template must be created for each ACH SEC code.

1. Under Import ACH Transfer, select Non NACHA from the Criteria menu and click Submit.

2. Browse to select the non-NACHA-formatted file you want to import.

3. In the Template drop-down, choose Import Using New Template. Click Next.

4. Select the ACH Transfer Type, Template Description, Number of Header Rows to Exclude, Number of Footer Rows to Exclude, Insert Decimal into Amounts, and File Type. Click Next.

5. Select the Layout Preview and Column titles, apply any Additional Values to File. Select an Offset Account Option and Effective Date Option. Click Next.

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6. Verify displayed information is correct. Click Next.

7. Once the import process is successfully completed, a confirmation screen will appear.

Using Templates to Import ACH Files To import an ACH File using a New Template:

1. Under Import ACH Transfer, select Non NACHA from the Criteria menu and click Submit.

2. On the Step 1 – File Selection screen, browse to select the non-NACHA-formatted file you want to import.

3. In the Template drop-down, choose Template Name. Click Next.

4. On the Step 2 – Data Mapping screen, enter the Effective Date. Click Next.

5. On the Step 3 – Import screen, click Finish.

6. The Import Confirmation box displays. Look for the “Following File was successfully imported” message at the top of the screen, then click Process.

7. Enter your token One Time Password on the Security Challenge screen, then click Submit.

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File Import Error Messages

Either the Immediate Destination or Immediate Origin in the file does not have an ON-US RT number.

User is tied to a role that does not allow uploaded ACH files where Debits do NOT equal Credits.

User selected a Transfer Type that was not the same as the file he/she tried to upload.

User tried to upload a file that had credit transactions where the user did not have access to these account(s) in the ACH User screen. This error will also occur if the offset is not an ON-US offset or the incorrect transfer type was selected, for example, the file is credit origination and debit origination was selected.

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User tried to upload a file that had debit transactions where the user did not have access to these account(s) in the ACH User screen. This error will also occur if the offset is not an ON-US offset or the incorrect transfer type was selected, for example, the file is debit origination and credit origination was selected.

User did not enter a correct MFA value from their token.

Limit Group tied to user is set for some sort of MFA Challenge but the User does not have a token enabled or user enters an incorrect token One Time Password..

The ACH User was either deleted, not tied to a company, or the company to which the user is tied is not tied to a Source.

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INQUIRING INTO ACH TRANSFERS Details about previous transactions can be found through the Inquire ACH Transfer option on the Select External Transfer Criteria menu (6-month history of originated files).

1. Enter information about the transfer, such as the Transfer Description or a Date Range, on the right-hand side of the screen. Click Submit.

2. The search results appear at the bottom of the screen under the ACH List section. Each file shows the following information:

• Transfer Description – The file name can be clicked on to view transfer details.

• Transfer Date – The effective date or date the file should post/settle.

• Debit Amount – The total dollar amount of debits in the file.

• Credit Amount – The total dollar amount of credits in the file.

• Details – Includes the type of file, the person who submitted the file, the item count and reference number.

• Transfer Status – The current status of the file:

Transfer Status What It Means

Saved The file has been created, but not processed.

Processed The file has been sent by the bank to the Federal Reserve for processing, so you may no longer change or delete the file.

Pending Origination The file has been successfully submitted to the bank, which will hold the file until the appropriate processing day. You may still change or delete the file.

Recurring Entry The file is a repeating transfer that is being held by the bank until the appropriate processing day. You may still change or delete the file.

User Suspended The file was previously in Pending Origination status, then was changed by a user at your company and wasn’t re-submitted for processing. This file will not process until the User goes back into the file and clicks on Process.

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User Deleted The file was previously in Pending Origination status, then was deleted by a user at your company. This file will not process, but will remain visible to you for reference.

Partial Origination The file has more than one batch and at least one of the batches has been sent to the Federal Reserve for processing. You may no longer change or delete any batch within the file.

Transfer Exceeds Review: Pending

Approval

The file has been submitted, but still requires additional review based on your company’s review thresholds or the number of files submitted. This file will not process until it has been approved by the appropriate individual.

File not originated: Duplicate Check

Failed

The file was not submitted to the bank and will not process. The file was an exact duplicate of a previously used file. The file was canceled by the user.

File not originated: Exceeded Limit

The file was not submitted to the bank and will not process. The file exceeded the settlement/monthly limit. The user must contact their Treasury Solutions Officer to discuss limit increase.

Resubmit Required: System was Unavailable

The file was not submitted to the bank and will not process. The user must go to the Change ACH Transfer List, go back into the file, and click Process again.

File Not Originated The file was not submitted to the bank and will not process. The user must go to the Change ACH Transfer List, go back into the file, and click Process again.

Transfer Processing The file was not submitted to the bank and will not process. The user should call the bank to have the file processed.

3. You can click on any of the column headings to sort the list alphabetically or in date order (i.e. click on column heading Transfer Date to re-order the list of files with the earliest date at the top. If you click it again the order will reverse and show the most recent date at the top).

4. On the right-side of the screen, you will see three icons to view reports, sort or filter the list. Refer to the next section for details on using these options.

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SORTING & FILTERING You can also sort or filter your search results:

Column Sorting1. Click the Sort icon.

2. Use the Sort By drop-downs to choose how to sort your list (by Transfer Description, Transfer Date, etc.):

Column Filtering 1. Click the Filter icon.

2. Complete the fields you want to filter (to see only a particular Transfer Date, Debit Amount, Transfer Status, etc.):

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REPORTS1. After inquiring into ACH files, you can view reports for general ACH transfers in your search by

clicking on the view report icon in the right corner. Files can be exported as PDF or CSV spreadsheet formatted files.

2. An Export ACH List will appear, with a checkbox beside each transfer.

3. After using the Inquire ACH Transfer option, click the View Report icon.

4. Check the box beside individual transfers, or click Select All, to choose the transfers you want to export or print. • If you have multiple pages of files, Select All will only select those files on the current page. To select all files on multiple pages, you must click Select All on each individual page.

5. Use the drop-down at the bottom of the screen to choose the format of the information: • Transfer List – The default menu (as seen in step 2). • Batch List – Provides the same information as the transfer list but additionally includes the Batch Number. • All Transactions – Gives all transactions within each of the files in the Transfer and Batch lists, including each Receiver’s Name and Account Number.

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6. Click Print or Export: • After clicking Print, you’ll be asked to Open or Save a PDF document. You can print the document by choosing either option. • After clicking Export, you’ll be asked to Open or Save a CSV file.

7. On the Export ACH List screen, click Cancel to return to the ACH List screen.

View / Print / Export Reports for Individual ACH Transfers 1. After using the Inquire ACH Transfer option, click on an individual Transfer Description.

2. Click Print to open or save the file as a PDF. Click Export to open or save the file as a CSV file. You will only see the next option if the file was submitted in the past five business days and is still eligible to be reversed.

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CHANGING ACH TRANSFERS Specific details of pending transfers may be changed at any time prior to final execution of the transfer.

1. Select Change ACH Transfer option from the Select External Transfer Criteria Screen.

2. Select the transfer you want to change from the pending list. Only transfers with a status of Saved, Pending Origination, Recurring Entry, or User Suspended can be changed. a. Transfers with a status of Pending Origination or Recurring Entry will display a warning that the original transfer will be deleted and will not process if the user continues on with the change. The transfer must be resubmitted for it to process.

3. The pending transfer will open in an editing screen. You can change the Description, Recurring Frequency, Dates, Accounts and Transfer To details. Depending on the transfer status, some fields may not be available to change.

4. When the pending transfer information is correct, Save or Process the transaction. a. Saving your transaction stores the transfer as a pending transaction allowing you to make modification at a later time. A Confirmation screen displays a summary of your ACH transfer.

b. Selecting Process activates the ACH transfer prompting a Security Challenge that will require a token One Time Password.

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5. A processing screen displays the progress of validation checks. a. If the file requires additional client or bank review, a yellow Warning Message will appear. b. If the file is unable to process due to an error or missing information in the file, a red Error Message will appear.

6. Once the file has been successfully processed, click Done.

Reviewing ACH Transfers Some ACH transfers require additional client review. Users with this review option will be able to review and submit transfers to the bank for processing.

1. Select Review ACH Transfer from the Select External Transfer Criteria and click Submit.

2. Review any ACH Transfers listed. Select Approve or Disapprove from the drop-down menu and click Save.

3. Approved files will be sent to the bank for processing. Disapproved files will not be processed.

Resubmitting ACH Returned Items ACH entries may be returned to the Originator for various reasons, such as Not Sufficient Funds (NSF), invalid account number, etc. The bank will contact the ACH Originator if a return is received, explaining the reason and any options available to resolve. The bank will also credit or debit the Originator’s account for the returned entry, at which time the Originator may choose to resubmit the ACH entry. NOTE: The company name, company ID, and amount used for the original entry must be identical in the resubmitted file.

Originators have two ways to resubmit returned ACH items: using the original file or creating a new file.

To use the original file:

1. On the Select External Transfer Criteria screen, select New ACH Transfer Using Existing Transfer.

2. Click on the ACH file that included the returned item.

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3. When the file opens: a. Change the Description to “RETRY PYMT.” b. Change the Offset debit or credit amount to match the item being resubmitted. c. Locate the original entry that was returned and change the appropriate information (if needed). d. Place holds on all other entries in the file so they aren’t submitted again.

4. When finished, click Process.

Reversing ACH Transfers An ACH transfer may only be reversed within five banking days of the effective date of the original file. Originators have two ways to resubmit returned ACH items: using the original file or creating a new file.

1. To reverse a processed transaction, select Reverse ACH Transfer and provide any specific information about the transaction you want to reverse.

2. From the list, find the processed transaction you want to reverse and click on the Transfer Description.

3. Review the details of the transfer to ensure you have selected the correct transaction.

4. Select the transaction(s) you want to reverse by checking the box beside each entry (or click the “select all” option to reverse all transactions in the file) and click Next.

5. Enter the total dollar amount being reversed in the offsetting entry amount field and click Process.

6. Selecting Process activates the ACH transfer, prompting a Security Challenge that will require a token One Time Password.

7. The reversal of the transaction will be confirmed. Click Done to complete and the reversal process.

To use a new file:

1. On the Select External Transfer Criteria screen, select New ACH Transfer.

2. Choose the ACH Type (the same as the original file).

3. Enter the Description as “RETRY PYMT.”

4. Enter the “offset” debit or credit amount to match the item being resubmitted.

5. Enter detail about the entry that was returned and change the appropriate information (if needed).

6. When finished, click Process.

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Deleting ACH Transfers 1. To delete a scheduled transaction, select Delete ACH Transfer. You can provide any specific information

about the transaction you want to delete.

2. From the list, find the pending transfer you want to delete and click on the Transfer Description. Only transfers with a status of Saved, Pending Origination, Recurring Entry, or User Suspended can be deleted.

3. Review the Details of the transfer to ensure you have selected the correct transaction, then click Next.

4. If this is a recurring transfer, you can choose to delete only the Next Transfer or you can Delete All Transfers that are scheduled in the future. Choose the appropriate option and click Finish.

5. The deletion of the transfer will be Confirmed. Click Done to delete the scheduled transfer completely.

NOTIFICATION EMAILS ACH emails may be received if an ACH transfer has exceeded the ACH Limit Check or is pending Bank approval. Contact your Treasury Solutions Representative or the Treasury Solutions Department for instructions on how to handle these emails. Emails are sent from [email protected].

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Tax Type Definition Tax Type Code Valid Months

720 Quarterly Excise Tax Federal Tax Deposit Payment due on a return, or an IRS Notice IRS Numbers for Tax Type 720 and 720M (See Pages 33-35)

7200572007

March, June, September, December

940 Employer’s Annual Unemployment Tax Return Federal Tax Deposit Payment due on a return or and IRS notice A deficiency assessed by the IRS

09405 09407 09404

December

941 Employer’s Quarterly Tax Return Federal Tax Deposit Payment due on a return or an IRS notice A deficiency assessed by the IRS

94105 94107 94104

March, June, September, December

941 Subcategory breakdown for 941 Social Security = “1” Medicare = “2” Withheld = “3”

945 Withheld Federal Income Tax Federal Tax Deposit Payment due on a return or an IRS notice

09455 09457

December

1041 Fiduciary Income Tax Return Payment due on a return or an IRS notice An estimated payment Payment on an extension

January – December

(FY – Month)

1042 Annual Withholding Tax for Income of Foreign persons Federal Tax Deposit Payment due on a return or an IRS notice

December

1120 U.S. Corporation Income Tax Federal Tax Deposit Payment due on a return or IRS notice

January – December

(FY – Month)

TAX TYPE CONVERSION CODES

Note: IRS Numbers are subject to change at any time based on legislation. Contact the IRS for an updated version of the above table.

ACH Manager - First Interstate BancSystem...Individual same day ACH entries must be $25,000 or less....

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