User GUusideer Guide Version 1.0 12/04 Version 2.0 08/07 ACH Direct ACH Direct User Guide | 1 Welcome to Key and thank you for choosing ACH Direct. This booklet will provide you with important information you need when using this service. Your Cash Management Sales Officer activated the following services on ACH Direct. Please review the appropriate sections within this booklet for each of the services checked below. (cid:136) Online Control Totals ACH Originators submit file control totals online. (cid:136) E-mail File Collection Alerts Real time e-mail notifications sent throughout the file collection process. (cid:136) Online ACH Origination Calendars Submit your Origination calendars online using ACH Direct. (cid:136) ACH Transaction and File Inquiry Through our Transaction and File Inquiry feature, you can either view the detail of ACH Origination files or query details of your received ACH transactions. (cid:136) ACH Debit Protection through Electronic Payment Authorization (EPA) Protect your account against debit fraud by using our EPA service against unauthorized ACH transactions. Once again, thank you choosing Key Bank. ACH Direct User Guide | 2 Contents 1. Section One: Introduction to ACH Direct 1.1 Overview of ACH Direct .............................................................................4 1.2 ACH Direct e-mail Notifications .................................................................5 1.3 Storage of Notifications ...............................................................................6 1.4 Timing of Notifications and System Availability ........................................6 1.5 Getting Started on ACH Direct ....................................................................7 1.6 Navigational Tips for ACH Direct ...............................................................8 1.7 Need Help? Find out who to call and where to go ......................................8 1.8 In case the system is unavailable ..................................................................8 2. Section Two: Introduction to ACH Direct 2.1 Electronic Payment Authorization (EPA) Overview of Service .................9 2.2 Electronic Payment Authorization (EPA) Notification Overview ............10 2.3 Electronic Payment Authorization (EPA) Functional Overview ..............12 2.4 ACH Transaction and File Inquiry Overview of Service ………….….....16 2.5 Using ACH Transaction and File Inquiry Functional Instructions ...........17 2.6 E-mail File Collection Alerts Overview of Service ..................................24 2.7 E-mail File Collection Alerts Notification Overview ................................24 2.8 Control Totals Overview of Service .........................................................25 2.9 Control Totals Notification Overview .......................................................25 2.10 Using Control Totals Functional Instructions ..........................................26 2.11 Online ACH Origination Calendars Overview of Service ........................29 2.12 Online ACH Origination Calendars Notification Overview ....................29 2.13 Online ACH Origination Calendars Functional Instructions ...................30 ACH Direct User Guide | 3 1.1 Overview of ACH Direct ACH Direct is comprised of five functional modules allowing real time functionality with Key’s ACH system. The modules include: • Online Control Totals ACH Originators can submit file control totals online, allowing you to add, view, modify or delete totals for originated files, replacing phone initiation. • E-mail File Collection Alerts E-mail Notifications for ACH Originators throughout the file collection stages, including arrival and collection. • Online ACH Origination Calendars Submit your yearly Origination calendars online instead of paper calendars. • ACH Transaction and File Inquiry Through our Transaction and File Inquiry feature, you can either view the detail of their ACH Origination files or query details of your received ACH transactions. • ACH Debit Protection through Electronic Payment Authorization (EPA) Protect your account against electronic debit fraud by using our EPA service. EPA allows you to exercise more control over which entries are allowed to post to your accounts by limiting the transactions to only those that have been authorized. Choose to block all debit activity or establish and maintain authorization records to allow certain trading partners to debit your account. ACH Direct User Guide | 4 1.2 ACH Direct e-mail Notifications With the exception of ACH Transaction Query module through our warehouse functionality, you will receive event triggered email notifications. Each notification type is assigned a number making it easy for you to identify the type of notification and any action required. Sample subject line on email notification would be as follows: F800 ACH Direct Notification The number after the “F” above details the notification type. Look within the specific module overview to gain an understanding of the notifications available within each of the modules. Sample e-mail notification----- Original Message----- From: [email protected] [mailto:[email protected]] Sent: Tuesday, August 10, 2004 1:01PM To: [email protected] Subject: F800 ACH Direct Notification F800 Normal Arrival The ACH file has been received by KeyBank and will be processed in the nextavailable collection cycle. File Header Originator ID / Name: 12345678 – ABC COMPANY Processor ID / Name: 041001039 - KEY BANK File Creation Date / Time: 08/10/04 - 12:39 File ID Modifier: 0 File Trailer Totals Entry/Addenda Count: 215 Total Credit Amount:108468.70 Total Debit Amount:108468.70 Please call ACH Operations at 1-800-304-9856 for any questions related to notification. Please do not send e-mails to nor reply to the e-mailbox from which this message was sent. Incoming e-mail to this address is not monitored nor read. For inquiries, please contact ACH Operations @ 800-304-9856. This communication may contain privileged and/or confidential information. It is intended solely for the use of the addressee. If you are not the intended recipient, you are strictly prohibited from disclosing, copying, distributing or using any of this information. If you received this communication in error, please contact the sender immediately and destroy the material in its entirety, whether electronic or hard copy. This communication may contain nonpublic personal information about consumers subject to the restrictions of the Gramm-Leach-Bliley Act. You may not directly or indirectly reuse or redisclose such information for any purpose other than to provide services requested by Key. ACH Direct User Guide | 5 1.3 Storage of Notifications Given the sensitive nature of the information contained within these notifications such as account numbers, routing numbers, etc. it is recommended that any printing and storage is secured. 1.4 Timing of Notifications and System Availability ACH Direct Availability Schedule Available 8 AM – 11 PM ET.Look for specific deadlines below. All days referenced below are business days, Monday thru Friday, excluding holidays. ACH Direct Notification Timing Notification Timing Deadlines Electronic Payment Notifications are sent daily when event occurs. Key processes and sends Decisioning of items must be Authorization ACH received information four times during the day. The number of items completed before 4:00PM EST received against your account will ultimately determine the number of times from published return date. a notification is received. ACH Transaction Not applicable. Not applicable. Query (Warehouse) E-mail File Notifications are sent upon originated file arrival and/or collection. Not applicable, informational Collection Alerts emails only. Control Totals Notifications are sent daily upon arrival and collection of file. Control Totals must be sent prior to transmission. Origination October-November Timeframe Must complete calendar before Calendar year end. ACH Direct User Guide | 6 1.5 Getting Started on ACH Direct ACH Direct provides added security. For Existing Key Total Treasury (KTT) clients your KTT sign-on will not give you access to ACH Direct. Password and log in information will be mailed to your location. Implementation Expectations Existing Key Total Treasury Clients New Clients Timeline What you What you What you should do What you should do should expect should expect 2-3 days For EPA Clients The day ACH Operations For EPA Clients The day ACH Operations completes from receipt Only: completes your EPA set-up, you Only: your EPA set-up, you will receive an of this packet Receive a will receive an e-mail Receive a e-mail communication to all e-mail Welcome e-mail communication to all e-mail Welcome e-mail recipients within ACH Direct. recipients within ACH Direct. Look to the instructions on the email. Look to the instructions on the This is an interim step that will allow email. This is an interim step that you to pay/reject items until you will allow you to pay/reject items receive your passwords. until you receive your passwords. 5-7 days Receipt of ACH Once you receive your pass- Receipt of KTT Once you receive your passwords on from receipt Direct Password words on KTT follow the Password and KTT follow the instructions contained of this packet instructions contained within your ACH Direct within your welcome packet; look welcome packet; look below for Password below for more information. more information. Signing on to ACH Direct via Key Total Treasury for the first time Once you have received your log in information, it is recommended you complete the following steps the first time you log into ACH Direct via Key Total Treasury. Existing Key Total Treasury Clients New Clients Timeline Complete the Complete the Helpful Hints Helpful Hints following following Step 1 Log in to KTT • Log in using your current KTT user Log in to KTT • Using your temporary user id and id and password. password, log into Key Total Treasury. Step 2 Log in to ACH • Using your temporary user id and Log in to ACH • Using your temporary user id and Direct password, log in to ACH Direct. Direct password, log in to ACH Direct. • Enter the User Organization • Enter the User Organization information exactly as it appears on information exactly as it appears on your welcome letter (case your welcome letter (case sensitive, spaces included). sensitive, spaces included). • Be sure to change your password. • Be sure to change your password. Step 3 Any authorizations • For more information on Any authorizations • For more information on viewing on your current viewing your authorizations, on your current your authorizations, go to the If you EPA service will go to the Functionality EPA service will be Functionality Overview of EPA. be listed on your Overview of EPA. listed on your ACH are a ACH Direct EPA Direct EPA service, current service, please please review the EPA review the authorizations for client authorizations for accuracy and make accuracy and changes if needed make changes if needed ACH Direct User Guide | 7 1.6 Navigational Tips for ACH Direct • Do not use the BACK button on your browser • Use the links at the bottom left-hand side of the page to navigate through ACH Direct 1.7 Need Help? Find out who to call and where to go Customer Service Area Phone Number KTT Internet Support 1-800-539-9039 ACH Customer Service 1-800-304-9856 For additional copies of this toolkit, go to: www.key.com/cashmanagement 1.8 In case the system is unavailable Any issues with ACH Direct, please call KTT Internet Support. ACH Direct User Guide | 8 2.1 Electronic Payment Authorization (EPA) Overview of Service Overview of Service Electronic Payment Authorization through ACH Direct is comprised of two components: 1. Notifications sent to each company associate designated during set-up alerting them of events 2. A web-based portal through Key Total Treasury allowing you to decision pending items, input authorizations and query authorization records. The default for Electronic Payment Authorization is to “block all” ACH debits coming through the account. If there are trading partners who should debit the account, you inform Key through an authorization submitted online via ACH Direct. Typical Day-to-Day Operations The following diagram highlights what a typical day could look like. AM AM AM 1. Key Bank receives Federal Bank of originating company Reserve file detailing ACH receives return for the ACH transaction. transaction. 2. ACH Direct sends notification regarding ACH transaction. PM PM ACH Originating Company sends file to their 1. Log in to ACH Direct financial institution for processing an ACH and decision transaction, transaction. decisioning ACH prior to the return date listed on the notification. 2. ACH Direct sends notification to Federal Reserve of rejected items. Wednesday Thursday Friday ACH Direct User Guide | 9 2.2 Electronic Payment Authorization (EPA) Notification Overview Sample Notifications for Electronic Payment Authorization Number Notification Action Required Standard 100 The following ACH transaction was authorized during No action required, the last collection cycle and will be posted to the informational email. Notifications designated account. ACH transactions paid through authorization 303 Maintenance was performed to the following Review the electronic authorization record by the parameters to ensure processing institution KeyBank personnel: accuracy. This notice is generated anytime Note: It may be desirable to review this Key ADDS a request. authorization record to ensure the authorization parameters meet your requirements 304 Maintenance was performed to the following Review the electronic authorization record by the parameters to ensure processing institution KeyBank personnel: accuracy. This notice is Note: It may be desirable to review this generated anytime authorization record to ensure the authorization Key DELETES an parameters meet your requirements authorization 305 Maintenance was performed to the following Review the electronic authorization record by the parameters to ensure processing institution KeyBank personnel: accuracy. This notice Maintenance is Notifications Note: It may be desirable to review this generated anytime authorization record to ensure the authorization Key UPDATES an parameters meet your requirements authorization 501 The pending maintenance request has been Review the processed successfully for the following parameters to ensure Authorization record: accuracy. 502 The pending maintenance request has been Review the processed successfully for the following parameters to ensure Authorization record: accuracy. During this processing cycle, the ‘Number of Authorizations’ parameter was impacted. This pending maintenance request has changed the ‘Number of Authorizations’ Please review the following information to ensure the ‘Number of Authorizations parameter still meets the requirements ACH Direct User Guide | 10