Online banking administration

The Company Permissions page is where you select which of the electronic payment functions you want for your business. You may also choose certain reporting, upload and transfer features. Some of the Online Banking Business Edition navigation tabs available to your business and individual users will be determined by the features you activate on this page. Make sure to click “Save” at the bottom of the screen to confirm your selections. The features are described below. This page also allows you to set company limits.

ACH payments – An electronic method for creating a batch of checks that serve a single purpose (payroll, paying monthly bills, etc).

Tax payments – Pay federal taxes online after you sign up with the Electronic Federal Tax Payment System (EFTPS).

Wire domestic – An electronic method for making payment from your business checking account to an individual person or business anywhere in the U.S.

Wire release – Authorize the release of funds from your business checking account to cover the wires you create.

Account management reporting – Standard and customized reporting for all transfers or disbursement of business funds.

ACH file upload – The ability to import ACH files in NACHA format to quickly set up payroll or other ACH batch payments.

Audit reports - Standard and customized reporting to assist in the analysis of account activity and user actions.

Payment and Transfer reporting - Standard and customized reporting of ACH, wire, tax and transfer details.

Edit account name – Change account name.

Stop payments – Stop payment on a business check.

Transfers – Transfer funds between authorized accounts on a one-time or recurring basis.

The "Features Access and Limits" page allows you to specify the features you want for your business. This page also allows you to set company limits for electronic transfer and payment options as described below. Make sure to click “Save” at the bottom of the screen to confirm your selections.

The Primary Contact or any Company Administrator can specify a dollar limit for wires, ACH payments, or tax payments. Transaction batch and daily limits can be set for each type of payment. These company-wide limits can be reset by the Primary Contact or Company Administrator at any time.

Use limits to maintain control over your budget, particularly when multiple Users are creating payments.

If a payment exceeds the preset limit, the User will receive a "limits error," and the payment will not be saved. The default limit is $0 for all categories, meaning that all payment requests will be considered over-the-limit and would be rejected. However, you can establish an approval process to review and approve/reject over-the-limit payments by using the "Exceed limit with approval" option.

Note: The Primary Contact and Company Administrators can view and change company-wide limits. Other Users cannot view limits. If other Users will be creating wires, ACH payments, or tax payments, it may be helpful to advise them of the limits.

Additional Safeguards

When you set company-wide limits, you control the maximum dollar amount for wire and ACH transactions. However, these limits can be modified by any Company Administrator that has been given access to your account. If your company desires an additional safeguard, you may contact Global in writing and request that the credit union set a dollar limit of your choosing. That limit may not be exceeded or changed within Online Banking Business Edition. To change or override this limit, the Primary Contact must request that change in writing.

Options for knowing if a wire transfer, ACH payment or tax payment is waiting to be approved

• Click on "Payments and Transfers" tab and then click on the "Approvals" link. This gives you a global view of all wires, ACHs and tax payments awaiting approval. An authorized User with approval authority may Approve, Hold or Reject individual payment requests.
• You can also check the Status of individual transactions on the Wire Summary, ACH Summary and Tax Payment Summary pages. Transactions that need approval typically read "Approval Pending." Additionally, each summary page includes a Pending Approvals section. Click on individual transaction icons to view or edit, or click the "Approvals" navigation link at the top of your screen to approve, hold or reject the transaction.
  Note: To view all wire payments pending approval or waiting release, be sure to select "Business Wires" in the View Options box. Otherwise you will see only wires that you have created.
• Go to the "Manage Alerts" tool (under the "Home" tab and "Alerts"). Make sure you have elected to receive alerts for "Pending Approval." You may elect to be alerted within Online Banking Business Edition Message Center, by personal email, or both. Please note that alerts are not immediate; they are sent out by approximately 6 a.m. the following day.
• Another option: To bypass the approval process, the Primary Contact or a Company Administrator could revise the pre-set limits to accommodate the wire, ACH or tax payment.

• Find ACH access and limits and click the "Edit" icon.
• You will need to set ACH limits for the company and Primary Contact. If your company will not be using the ACH functionality, click on the "ACH" box to remove ACH access for the entire company. However, this will also remove the ability to use the tax payments functionality.
• By default, the "ACH Payment Approval'' box for per batch credit and daily credit are not populated with an approval amount. An ACH created on your account can be approved at any amount. This enables you to send out ACH and tax payments when there are no additional Users on your Online Banking Business Edition account. You may set the ACH payment approval amount at a level you deem reasonable for your business.
• Under ACH Payment Entry, the per-batch credit and daily credit boxes are initially set to $0, which will prevent any ACH created on this account from being submitted. There are two ways to permit ACH submissions:

• Set the per-batch credit and daily credit limits to levels you deem reasonable for your business.
• Clear both boxes and leave them blank. You will be able to create the ACH file without setting up predetermined limits.

The Primary Contact can share administrative responsibilities by designating certain Users as Company Administrators. Company Administrators have full access to all the features of Online Banking Business Edition unless their access has been edited by the Primary Contact or another administrator. They also have the authority to approve over-the-limit wires and ACH payments, add and delete other Users and Company Administrators, and can even inactivate the Primary Contact (although they may not delete a Primary Contact). For these reasons, creating a Company Administrator should be carefully considered.

From the Admin tab, click on Company and Edit Administrators to view a list of Users and Company Administrators.

To move a User to the Company Administrator designation, simply click on the User name, then on "Add." Similarly, you may click on a Company Administrator and click "Remove" to limit their privileges to User status.

Changes take effect when you click "Save."

When you create a new user you will be asked if you want all features immediately available to this new User. The system defaults to "No".

If you select "Yes," the new User will have full access to all accounts, features, and limits but no administrative capabilities. You can always modify limits or remove access to accounts and features after the new User account has been created.

If you select "No", you will be prompted through a step-by-step user set-up described below:

• Account Access - select the accounts to which this User should have access. Be sure to "Save", and then "Confirm" these changes.
• You can quickly select or deselect all items in the list by clicking the "Access" check box at the top of the list, or by clicking on the individual check boxes to change access to individual items.

You will be prompted to complete the Administer ACH Access and Limits screen, as shown below:

• To allow this User to submit ACH or tax payments, you must check the ACH or Tax Payment box.
• ACH/Tax Payment Approval - This authorizes the User to approve ACH transactions. That exceed the User's limits. The User is not required to be an Account Administrator.
• To set the per-batch credit and daily credit limits for this User. To require approval for all ACH and Tax Payments submitted by this User, set all of their ACH limits to $0 and check "Exceeds Limit with Approval."
• Click "Save"

Note: New User limits cannot exceed company limits. If there are no limits established for a User and the User is entitled to ACH and tax payments, the limit will be the same as the company limit.

Review your selections and then click "Confirm" again.

Setting Cross Account Feature Access and Limits - this page allows you to designate the features available to this User. You can also enable access to domestic wires and establish User wire limits.

Note: If the User's wire limits are cleared, their limit will be the same as the company limit. If you wish to require that all wires submitted by this User be approved by a different User, enter $0 in each limit box and check the box "Exceeds Limit with Approval." If you want the User to have the ability to release wires after they have been approved, their Wire Release limits will need to be set at least as high as their Wire Domestic limits. "Exceeds Limit with Approval" is not an option for Wire Release.

Be sure to "Save", and then "Confirm" your changes.

Click "Done"

Note: New Users must log in within 48 hours to set their password or their account will be locked. Feature access and limits can be changed by accessing the User screen within the "Admin" tab and clicking "Permissions" to edit the User.

Features

• Account Details – View account transaction details by account type (savings, checking, loans, money market, etc). User may only see details for accounts they are entitled to access.
• Account Management Reporting – Create, save, view, modify, print and export standard and customized business account reports.
• Account History – View, print, or download account history.
• Activate Visa debit card – Activate a Visa debit card, no need to go to the branch or the ATM.
• Alerts – Receive alert messages by email or through the Online Banking Alert Center. Alert options include notification of low account balance, availability of a new check image archive and pending approvals.
• Bill Payments – Pay bills online using Business Bill Pay.
• Business Depository Supplies – Order bags, deposit tickets, and ATM Bulk access cards.
• Certificates – Open a new certificate.
• Change Share Type – Change account type for existing savings or money market accounts.
• Direct Deposit History – View a history of direct deposits into a specific account.
• Dividends & Interest – View dividends and interest paid by account for the prior year and current year to date.
• History Download – Download a history of account transactions to third-party software such as QuickBooks. History is available for the previous six months.
• Image Archive Download – Download all images of all business checks for a given month.
• Order Checks – Place an online order for business checks for this account.
• Payment & Transfer Reporting – Create, save, view, modify, print and export standard and custom reports detailing business account activity.
• Receive Messages – Receive system and service messages regarding account status and activity.
• Stop Payments – Request stop payments for checks written from the business checking account.
• Tax Payments – Ability to make tax payments on behalf of the company.
• Transfers – Transfer funds from one credit union account to another. User must have entitlement access to both accounts.
• View Check Image – Search for and view cancelled check images.
• View Statement Copy – View and print a copy of your account statement by month and year.
• Wire Domestic – Ability to create a wire.
• Wire Domestic Fee Form – Ability to create a wire without using a template and/or information saved in the system.
• Wire Domestic template – Ability to use a wire template.
• Wire Template Create – Ability to create a wire template for the company.
• Wire Template Delete – Ability to delete a wire template for the company or user.
• Wire Release – Ability to approve a wire.

• Find ACH access and limits and click the "Edit" icon.
• You will need to set ACH limits for the company and Primary Contact. If your company will not be using the ACH functionality, click on the "ACH" box to remove ACH access for the entire company. However, this will also remove the ability to use the tax payments functionality.
• By default, the "ACH Payment Approval'' box for per batch credit and daily credit are not populated with an approval amount. An ACH created on your account can be approved at any amount. This enables you to send out ACH and tax payments when there are no additional Users on your Online Banking Business Edition account. You may set the ACH payment approval amount at a level you deem reasonable for your business.
• Under ACH Payment Entry, the per-batch credit and daily credit boxes are initially set to $0, which will prevent any ACH created on this account from being submitted. There are two ways to permit ACH submissions:

• Set the per-batch credit and daily credit limits to levels you deem reasonable for your business.
• Clear both boxes and leave them blank. You will be able to create the ACH file without setting up predetermined limits.

From the Manage Users page, click on the Edit icon for the User you wish to modify.

Changing User Status

There may be times when you would like to remove a User’s access to your accounts without deleting that individual entirely. Perhaps the User is on vacation or medical leave for an extended period of time. You can move that User from an Active status to Inactive status on the Edit User page. The User will not be able to log-in until the Primary Contact or a Company Administrator changes the status back to Active.

Unlocking Users

Multiple unsuccessful login attempts will cause a User to become locked. The Primary Contact or a Company Administrator can unlock the User so they can once again login. This may be an appropriate time to reset the user's password as well, since a forgotten password is the most common reason for an account being locked.

Resetting User Passwords

If a password is forgotten, there are options for resetting it within the Edit User page. The reset password is temporary. The new user will be required to change it upon initial log-in to the system. The User has only 24 hours to sign in and change their temporary password. If the cut-off is missed, the system will automatically lock the user out.

• Primary Contact password – any Company Administrator can reset the Primary Contact’s password
• Company Administrator password – any other Company Administrator or the Primary Contact can reset a Company Administrator’s password
• User password – any Company Administrator or the Primary Contact can reset a user’s password

If the Primary Contact password is forgotten and there is no Company Administrator assigned to the account, the Primary Contact will need to visit a branch to have the password reset.

Deleting Users

From the Manage Users page, click on the Delete icon for the User you wish to delete. You will receive a confirmation page that verifies your request. The Primary Contact can delete any User or Company Administrator. A Company Administrator can delete any other User or Company Administrator. The Primary Contact cannot be deleted.

Note: Deleting a user will not allow you to review any transactions or records created under that User's name.

The Primary Contact can share administrative responsibilities by designating certain Users as Company Administrators. Company Administrators have full access to all the features of Online Banking Business Edition unless their access has been edited by the Primary Contact or another administrator. They also have the authority to approve over-the-limit wires and ACH payments, add and delete other Users and Company Administrators, and can even inactivate the Primary Contact (although they may not delete a Primary Contact). For these reasons, creating a Company Administrator should be carefully considered.

From the Admin tab, click on Company and Edit Administrators to view a list of Users and Company Administrators.

To move a User to the Company Administrator designation, simply click on the User name, then on "Add." Similarly, you may click on a Company Administrator and click "Remove" to limit their privileges to User status.

Changes take effect when you click "Save."

The Primary Contact or a Company Administrator can edit a User's ability to use certain Online Banking Business Edition features, with a few exceptions. The Primary Contact is automatically authorized to access all system features and this access cannot be edited. A Company Administrator may edit feature permissions of any other Company Administrator or User. He cannot edit his own permissions or those of the Primary Contact.

From any page in the "Admin" section, click the User link to get to the Manage Users page. This page lists all the Users for the account. Click on the "Permissions" box next to the name you want to edit.

The "Permissions" page will be displayed. Click on the pencil to edit any of the permissions you need. Click "Save" to retain any changes made.