Carolyn Arita Clackamas Community College

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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

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 Employee corrects bank info online Bad Accounts?

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 BANK ABA ROUTING NO.

DEPOSITOR ACCOUNT TITLE TYPE OF ACCOUNT (Choose one) Checking Savings DEPOSIT ACCOUNT NO.

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 SIGNATURE DATE TITLE 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]

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Sincerely, Chris Robuck Director of Fiscal Services Clackamas Community College 19600 Molalla Avenue Oregon City, OR 97045-7998