0057 ACH Toolkit

31 Pages·2007·0.41 MB·English

by  Diane Ball

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.

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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

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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.

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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.

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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.

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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

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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.

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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

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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

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