Online banking payment tools

An ACH payment is a method of sending funds electronically through the federal government’s Automated Clearing House (ACH). ACH payments are typically created and sent in batches. At the time of payment, funds are withdrawn from the business checking account, and transferred to the recipient, known as the participant.

About transaction timing

An ACH batch must be scheduled before 12:30 p.m. Alaska Time at least one full business day before it can be received by a payee.

Creating an ACH requires information about the participant, including specific details about their financial institution and account number. Because you could have hundreds of participants that may receive regular ACH payments, UltraBranch Business Banking Edition (UBBE) helps simplify the process. Whenever an ACH is created, the participant can be added to a list of participants for future use. You can also import participant information from your own files. Finally, you can create ACH templates that allow you to quickly create new batches based on previously-defined criteria.

The process for sending an ACH batch includes:

1. Creating and scheduling the ACH batch
2. Approving the ACH batch (if the transaction exceeds pre-set company-wide limits)

User can be authorized to create, change, hold, delete, and approve ACH batches.

ACH limits and permissions

The ability to electronically send funds to other people or companies is convenient. At the same time it is subject to risk, even from within your own organization. To help protect your company, UBBE employs a number of safeguards.

• Before any ACH batches can be created, the ACH function must be enabled in the "Edit Feature Access and Limits" page on the "Admin" tab. Only the account's Primary Contact or a Company Administrator can enable this function.
• The Primary Contact or a Company Administrator can set limits on the dollar amount of an ACH batch - these limits can be set by transaction, day, week, or month. As an option, you may enable limit overrides by checking an option to "Exceed Limit with Approval".
• If limit overrides have not been enabled, Users cannot create ACH batches that exceed any ACH limit. If the limit overrides are enabled Users will be able to create ACH batches that exceed limits, which must be approved by a User that has been granted approval authority.

The “ACH Batch Summary” page gives you an overview of pending and completed batches.

Viewing existing ACH batches

Search for ACH batches within a certain date range by changing the selection criteria in the “View Options” box at the top of the page. The date range default is set at one month prior through one month after today’s date. Modify the range by entering a correctly formatted date or by selecting the desired dates from the small calendar icon to the right of each date box. Click “View” to display the ACH batches that fall into the specified date range. There are three categories of ACH batches that will be listed.

Pending ACH batch summary: This page lists batches that are scheduled, approved, and waiting on the effective date to process. Batches in this category can be edited or deleted.

Summary of ACH batches submitted for approval: This page lists batches that exceed a User's transaction limit and are waiting for approval by a User that has been granted approval authority. Batches in this category can be edited or deleted. Click on the “Approvals” link at the top of the page to see all scheduled payments waiting for approval.

Completed ACH batch summary: Completed ACH batches can be viewed, but cannot be edited or deleted.

Editing an ACH batch

From the “ACH Summary” page, click on the Edit icon to change an existing batch. You may change any field in the batch header except the “Batch Type.”

If you need to change participant information, click on the Edit icon next to the participant’s name. To delete a participant, click on the Delete icon and that entry will be immediately removed.

When the changes are final, click “Submit for Payment” to review the confirmation page.

Deleting an ACH batch

Click the Delete icon near the batch you wish to delete. You will have the opportunity to review the ACH batch header and entry information. If you are confident you no longer want to send this batch, click “Delete Batch.” To return to the previous screen without making any changes or taking any action, click “Cancel.”

Reversing a completed ACH batch

It may be possible to reverse a single ACH entry from a completed ACH batch if the reversal is processed within five business days of the initial ACH batch. To reverse an ACH, click on the View icon for the desired batch listed in the Completed ACH Batch Summary. Click the "Reverse" button for the desired entry as displayed on the "ACH Batch Detail" page. If the ACH completed more than 5 business days ago, you will not be able to reverse the transaction.

Note: Reversals do not always work, usually because the payee does not have sufficient funds in the account to which your payment was sent. It may be necessary to contact the payee directly to resolve the issue. Global is not responsible if a reversal is not successful. 

You can add participant information manually, load it from a “Managed Participants” list, or import participant data from your computer.

Add entry

You may add participants to a batch by clicking the “Add Entry” button. Then you have two choices:

1. Enter information for ACH participants one at a time on the “ACH Add Entry” page. Click “Add Entry” to move it to the ACH Batch Entries list. The information for participant entries created this way cannot be saved for future use unless you save the batch as a template before you submit it. (And entries saved in this way are only accessible from within the batch template. They will not be added to the “Managed Participants” list.)
2. Click “Managed Participants” on the “ACH Add Entry” page to select from a list of saved participants. If you have a long list of participants, you can use the “ACH Participant Search” to find an individual quickly. Click the “Insert” button to the right of the row containing the name of the participant needed for this batch. Enter the amount and addenda as necessary and click “Add Entry.”

How do you add someone to the “Managed Participants” list? Review Managing ACH Participants and Adding a New ACH Participant.

Import entries

Only NACHA formatted PPD and CTX files can be imported.

Click “Import Entries” and then “Import ACH Batch Entries…”

You can then enter a file path or browse to find the file that you want to import into Online Banking Business Edition. Click “Upload” and the entries will display in the “ACH Batch Entries” list.

An ACH participant is the recipient of the ACH payment. “ACH entry” also refers to an individual participant.

The “ACH Participants” page lists all saved participants. Each can be changed or deleted with the Edit and Delete icons. Add a new participant with the “Add Participant” button at the bottom of the page. To return to the previous screen without making any changes or taking any action, click “Cancel.”

Edit ACH Batch Participants

From the “ACH Participants” page, click on the Edit icon for the entry you wish to edit. Make desired changes and then click “Save Participant.” Review your changes and click “Save Participant” again to confirm. To return to the previous screen without making any changes or taking any action, click “Cancel.”

Review required fields and tips for ACH batch participants.

Delete ACH batch participants

From the "ACH Participants" page, click on the Delete icon for the participant you wish to remove. You will be presented with a confirmation screen to ensure that you selected the correct entry. Deleting a participant that was created with a scope of "Business" will also make them unavailable to other Users that can create ACH batches.

To add a new participant, you must enter the following:

Participant Name – Participant name used for bank withdrawals or check cashing.

Identification # – This is a required field, but can be any identifier you choose (employee ID, for example).

Participant Scope – This field is only present for participants that are part of the managed participant list. Selecting User Scope makes this participant available only to the current User, while Business Scope makes the participant available to all Users that can create an ACH.

Bank Name – The financial institution where the participant will receive the payment.

Routing #– The most critical piece of information is the routing number, which is the 9-digit number used by the Federal Reserve to transmit funds from your Global business checking account into the participant’s financial institution.

Bank Lookup – helps locate the correct routing number. To look up a financial institution, enter the name and state. Click “Search” and the lookup will return with a list of financial institution branches and associated routing numbers that meet the selection criteria you submitted. Review the list, select the correct branch, and click the “Auto-Fill” button.

Tips:

1. The more information you provide, the shorter the returned list. If you enter Global, approximately 65 different branches will appear on the list. However, if you also entered Anchorage, AK, you’d get far fewer returns.
2. If you can’t find the beneficiary financial institution in the Bank Lookup, it could be that an intermediary financial institution is involved. This happens when the beneficiary’s financial institution is too small to have its own routing number. In such cases, the wire must be sent to an intermediary financial institution. You will need to contact the beneficiary financial institution to obtain the information. Once you have the information, enter it under the "Beneficiary Bank Info". The financial institution where the account is located will be entered under the "Bank to Bank Information" section.

Account Number – The account where the participant would like the payment deposited.

Account Type – Refers to the participant’s account – checking or savings.

Complete the required fields and click “Save Participant” to review your information. Choose “Save Participant” again to add this person to your list of Managed Participants.

Saving the participant information

Complete the required fields and click “Save Participant” to review your information. Choose “Save Participant” again to add this person to your list of Managed Participants.

Templates are a valuable tool that can save a lot of time. Using templates saves you from having to re-enter batch participants and look up bank routing numbers.

Creating an ACH batch template

There are two ways to create ACH batch templates:

1. After creating an ACH Batch and submitting it for payment, you will see an option to “Save as Template.” Click this button and name your template.
2. Click on the “Templates” navigation button at the top of the page to view the “ACH Templates” page. Click “Add Template” and then enter template name, company description, discretionary data, scope, frequency and participants. Click “Save Template” to save the batch information.

Managing ACH batch templates

From the “ACH Templates” page you can edit, delete, or add new templates.

Editing an ACH batch template

From the “ACH Templates” page, click the Edit icon to make changes. When you are finished editing, click “Save Template” to store the changes and return to the “ACH Templates” page list. To return to the previous screen without making any changes or taking any action, click “Cancel.”

Adding an ACH batch using a template

You can re-use any earlier ACH batch that has been saved as a template. From the “ACH Summary” page, choose the template you need from the “Choose Template” drop-down box and click “Load” to activate it. Be sure to review and edit all batch information, including name, effective date and participants. Note: The Effective Date displays the earliest date the new ACH batch can be sent.

Begin by clicking on the Payments and Transfers tab, then the “ACH” navigational link below it.

Set up managed participants

1. Click the “Participants” button (under the navigational links).
2. For each employee you wish to add, click “Add New” and complete the required information.
3. Click “Save Participant.”

Set up ACH batch template

1. Select the “Templates” button (under the navigational links).
2. Click “Add Template.”
3. Complete the required information on the batch header.
4. Click “Add entry” to add your eligible employees for direct deposit.
5. Click “Managed Participants” to access a list of those participants you saved earlier.
6. Click “Insert” to the right of the employee name.
7. Input the payroll amount for the employee.
8. Click “Add Entry.”
9. Continue adding your employees through “Add Entry” and “Managed Participants” until all your eligible employees are listed on the ACH Batch Entries.
10. Once you have completed the ACH batch template, click “Save Template.”

Tips for creating payroll templates

Change the Template Scope to “Business” if you would like to give other authorized users access to this payroll template in the future.

Since most payroll amounts vary from payday to payday, leave the Frequency as “None selected.”

If you currently use financial management software to produce and manage your payroll, you can import your payroll information all at once to save time. Just click on “New ACH,” fill out the batch header, and click the “Import Entries” button to load your NACHA formatted file.

A Wire Transfer, or wire, is a powerful and convenient way to send funds electronically from one person or company to another, anywhere in the U.S. At the time of payment, funds are withdrawn from the payer's account, and transferred to the recipient, known as the beneficiary. These transactions are managed over FedWire®, a special network created to allow financial institutions to conduct this kind of transaction.

Creating a wire requires information about the beneficiary, including specific details about their financial institution and account number. Online Banking Business Edition (UBBE) has two methods to simplify the process. Whenever a wire is created, the beneficiary is added to a list of beneficiaries for future use. This list can be managed, and new beneficiaries added at will. In addition, UBBE supports Wire Templates, which allow you to quickly create a new wire based on previously defined criteria.

The process for sending a wire transfer includes:

1. Creating the new wire
2. Approving the wire (if the transfer exceeds pre-set user limits)
3. Releasing the wire

Wire limits and permissions

The ability to electronically send funds to other people or companies is convenient. At the same time it is subject to risk, even from within your own organization. To help protect your company, UBBE employs a number of safeguards.

• Before any wires can be created, the wire function must be enabled in the "Company Permissions" page under "Stop payments, transfers, and wires" under the "Admin" tab. Only the account's Primary Contact or a Company Administrator can enable this function.
• The Primary Contact or a Company Administrator can set limits on the dollar amount of a wire transfer - these limits can be set by transaction, day, week, or month. As an option, you may enable limit overrides by checking an option to "Exceed Limit with Approval".
• If limit overrides have not been enabled, Users cannot create wires that exceed any wire limit. If the limit overrides are enabled Users will be able to create wire transfers that exceed limits, which must be approved by a User that has been granted approval authority before they will be processed.
• Wires can be created only by Users who have been granted permission to do so.
• After creation, wires must be released in a separate action - providing an additional level of security for your account.

The “Wire Transfer Summary” page gives you an overview of pending, created and completed wire transfers.

Viewing existing wire transfers

You have a number of controls for viewing useful information about these wires:

• List wires within a certain date range
  Search for wire transfers within a certain date range by changing the selection criteria in the “View Options” box at the top of the page. The date range default is set at one month prior through one month after the current date. Modify the range by entering a correctly formatted date or by selecting the desired dates from the small calendar icon to the right of each date box.
• List all wires for the business or only those you have created
  you can also choose to show only wires you have created (Show: My Wires) or all business wires (Show: Business Wires). Click “View” to display the wire transfers that fall into the specified range.
• Sort the displayed wires
  After you have specified a date range and a “Show” preference, you can also sort the list of wires by any field; just click on the up/down arrows next to a column header to sort the wires.
• Viewing wire transfer details
  View details for any wire that appears on the “Wire Transfers” summary page by clicking its View icon.
  The Wire Transfer page displays information for that particular wire, including:
• template information, if it was based on a template
• wire confirmation number
• transaction history – details about the wire from the time it was created to the time it is complete. This can be a valuable tool to review wire status and which Users have worked with it.

When viewing a wire, you may not change any fields.
Click “Done” at the bottom of the page to return to the “Wire Transfers” summary page.

Additionally, understanding the three wire categories on the “Wire Transfers” summary page helps you quickly manage the process of wire review, approval and release.

Pending wire transfer summary

This list shows wire transfers that are scheduled and approved. Wire transfers in this category can be viewed, edited, and deleted.

Status descriptions:

• Created/Needs Release – the wire has been created, but still must be released before it is scheduled for processing.
• Release Pending – the wire has been reviewed and put on hold.
• Scheduled – the wire has been released and is waiting on the effective date to process. The wire can still be viewed, edited and deleted. An edited wire may need to be re-approved and will need to be re-released.
• Funds Approved – the wire has been released and is nearly complete (wire cannot be edited at this point).

Summary of wire transfers submitted for approval

This list shows wire transfers that have been submitted but do not yet have approval. Check the status to see if a wire has been reviewed and put on hold or rejected.

Status descriptions:

• Approval Pending – the wire has not been reviewed by a User that has been granted approval authority.
• Approval Hold – the wire has been reviewed and placed in a “Hold” status.
• Approval Rejected – the wire has been reviewed and has been rejected. The reason for rejection is listed below the wire.

Wire transfers in this category can be viewed, edited, and deleted.

Click on the “Approvals” link at the top of the page to see all scheduled payments waiting for approval.

Completed wire transfer summary

Completed wire transfers can be viewed, but cannot be edited or deleted.

Status descriptions:

• Completed – the wire was successfully sent to FedWire® for delivery to the beneficiary account.
• Release Rejected – the User that has the authority to approve the wire declined to release the wire for processing.
• Failed – a “Failed” status could indicate a number of errors. Click the View icon and check the “Wire Transfer Transaction History” at the bottom of the page. The Memo section may give more information. Once you have determined the issue and corrected the error, you will need to resubmit the wire for processing.

When you select “New Wire” at the top of the page, you are asked to provide information about the beneficiary – the person that will receive the wire. You can enter this information in three ways:

• Type it in manually
• Load the information for a saved beneficiary using the “Send Wire to” drop-down box
• Load a saved wire transfer template, which will pre-fill beneficiary and debit information

About transaction timing

A wire can be sent the same banking business day it is created if the wire is submitted and released (with funds available in your business checking account) before 12:30 p.m.

Ex: If you create and release a wire before 12:30 p.m. Monday, the funds will be sent on Monday. If you create and release a wire after 12:30 p.m. Monday, the funds will be sent the following business day.

Completing Beneficiary Information

Beneficiary Name – The name of the beneficiary as it appears on the identification used to withdraw funds from a financial institution.

Address 1 – The physical address of the beneficiary. PO Boxes or any mail drop locations are not permitted.

Beneficiary Scope – Select “User” or “Business.” When “User” is selected, only the user, the Primary Contact or a Company Administrator can view the wire.

Account Number – The account number where the beneficiary would like funds deposited.

Account Type – Type of account where the beneficiary will receive funds (checking, savings, etc).

Other required fields include “City” and “Zip/Postal Code.”

Completing beneficiary bank information

Beneficiary Bank Name – The financial institution where the beneficiary will receive the wired funds.

Financial Institution Routing Number – The most critical piece of information is the routing number, which is the 9-digit number used by the Federal Reserve to transmit funds from your Global account into the participant’s financial institution.

Bank Lookup – helps locate the correct routing number. Enter the routing number to verify that you have a valid number.

Tips:

1. The more information you provide, the shorter the returned list. If you enter Global, approximately 50 different branches will appear on the list. However, if you also entered Anchorage, AK, you’d get far fewer returns.
2. If you can’t find the beneficiary financial institution in the Bank Lookup, it could be that an intermediary financial institution is involved. This happens when the beneficiary’s financial institution is too small to have its own routing number. In such cases, the wire must be sent to an intermediary financial institution. You will need to contact the beneficiary financial institution to obtain the information. Once you have the information, enter it under the "Beneficiary Bank Info." The financial institution where the account is located will be entered under the "Bank to Bank Information" section.

Completing your debit information

Debit Account – The business checking account to be debited.

Amount – Dollar amount of the wire transfer.

Requested Date – The date you would like the wire sent. Requested date can be today’s date, if the wire is created, approved (if necessary), and released before 12:30 p.m. Alaska Time. Wires released after 12:30 p.m. Alaska Time must be dated the next banking business day.

Repeating – The default “None” means that this is a one-time payment. Set up a repeating transfer by selecting an appropriate interval from the drop-down box. Then select either “Unlimited” or enter the preferred number of payments in the “# of payments” box. This option cannot be edited at a future date.

Note: If you select this feature, be sure that the recurring period will be on a business day and will not fall on a holiday or weekend. Recurring wires that fall on a holiday or weekend will not be completed.

Once all the required information has been entered, click “Submit Wire” at the bottom of the page to confirm the wire.

The “Confirm Wire Transfer” page gives you an opportunity to review wire transfer information before submitting it. Review this page to make sure addresses, account numbers, and financial institution information is correct.

It’s also important to review the processing date. The FedWire® system only processes funds on federal work days; weekends and federal holidays are excluded by the system. If you enter a requested processing date that is not a federal work day, the system will automatically display the next available federal workday on the confirmation page in the “Expected Processing Date” field.

If all the information is correct, click “Confirm/Submit Wire” to complete your request; it will now appear on the “Wire Transfers” summary page. Click “Revise” to edit the wire transfer, or “Cancel” to return to the previous screen without making any changes or taking any action.

Editing a wire transfer

You can make changes to any wire that is not already complete or pending with a status of “Pending Approval.” To make changes, click on the wire’s Edit icon on the “Wire Transfers” summary page.

You will see the “Edit Domestic Wire Transfers” page, where you can make certain edits:

• Enter debit information directly on the page.
• Enter new information for a beneficiary.
• Select a different beneficiary using the “Send Wire to” drop-down box.

Information you may not change:

• Changes to beneficiary information, such as address or financial institution name, must be made through the “Edit Wire Beneficiary” page.
• If the wire was based on a saved wire template when it was created:
• There is a specific limit to the dollar amount. You will be able to change the amount only up to the template limit. You must change the template in order to enter an amount greater than the template limit.
• You may not change the setting for whether the wire is “Repeating” or not.

Once changes are made, click “Submit Wire” at the bottom of the page. A confirmation page will display showing the content of the edited wire. Click “Confirm/Submit Wire” to save changes and return to the “Wire Transfers” summary page.

Delete a wire transfer

From the “Wire Transfers” summary page, click the Delete icon for the wire you wish to delete. This will open the “Delete Wire Transfer” page, where you can review the wire information. If you are confident you no longer want to send this wire, click on “Delete Wire Transfer.” To return to the previous screen without making any changes or taking any action, click “Cancel.”

Viewing existing beneficiaries

You can see a list of beneficiaries in two ways:

1. On the “New Wire” page, click on the drop-down box under the “Send Wire To” heading and you’ll see a list of all saved beneficiaries.
2. Click the “Beneficiaries” button at the top of the page for a list of all saved beneficiaries. Each can be changed or deleted with the Edit and Delete icons. Add a new beneficiary with the “Add Beneficiary” button at the bottom of the page. To return to the “Wire Transfer” summary page without making any changes or taking any action, click “Cancel.”

Adding a new beneficiary

You can add a new beneficiary in two ways:

1. On the “New Wire” page, enter relevant information into the empty fields and submit the wire. The beneficiary will automatically appear on your list of saved beneficiaries once the wire appears in the “Pending Wires” category.
2. On the “Beneficiaries” page, click “Add Beneficiary,” complete the information and then click “Save Beneficiary.”

Online Banking for Business allows you to save and reload beneficiary information, which saves a lot of time. In addition, you can create templates that will allow you to load the beneficiary information and put a limit on the dollar amount allowed for a new wire.

Creating a template

Click on the “Templates” button at the top of the page to create a new template.

Click “New Template,” and then fill in the required information, including template, beneficiary and debit information.

Template Name – Create a unique template name, with up to thirty-two characters.

Template Nickname – While not a required field, it may be helpful to nickname your template, as most references will be to the template nickname.

Template Category – The template category determines how much information you can change in that template in the future.

• Free-form – Editable fields will include beneficiary, debit account, amount, requested date, and extra beneficiary information.
• Repetitive – Editable fields will include the amount and the requested date.
• Semi-repetitive – Editable fields will include amount, requested date and extra beneficiary information.

Template Scope – Select either “User (My Use)” or “Business (General Use).” If “User” is selected, only the person that created the template, the primary contact or a company administrator can view it.

Template Limit – The dollar amount limit for any new wire based on this template.

Enter all necessary information, click “Save Template” and then review the confirmation page. Choose “Confirm/Save Template” to finish.

Managing templates

From the “Wire Transfer Templates” page you can view, edit or delete existing wire transfer templates. Templates are grouped into two categories: User and Business. The list shows the template name, nickname, account that will be debited, status, and the dollar amount limit.

Click “New Template” to create a new template.

Editing templates

Click the Edit icon to make changes to any wire transfer template on the “Wire Transfer Templates” page. When you are finished editing, click “Save Template” to store the template and return to the “Wire Transfer Templates” page. To return to the previous screen without making any changes or taking any action, click “Cancel.”

Note that an existing wire that was based on a wire transfer template will not change automatically if you edit the template it was based on. Additionally, you may not edit the wire to include a dollar amount over the template limit, even if you edit the template to increase that dollar limit.

Adding a wire transfer using a template

From the “New Wire” page, choose the template you need from the drop-down box at the top of the page near the “Load Template” button. Click “Load Template” to activate the template and pre-fill the new wire fields and drop-down boxes. Depending on the template type, you will be able to edit certain fields, such as debit amount and effective date. You cannot enter an amount that exceeds the template limit or change whether the wire is repeating or not. Click “Submit Wire” to continue to the confirmation page and then click “Confirm/Submit Wire.”

Because transferring electronic funds by wire is such a powerful tool, Online Banking Business Edition adds an extra measure of control. After a wire is created (and approved, if necessary), it appears on the “Pending Wire Transfer Summary” list with the status of “Created.” Regardless of the effective date, the system will not process the wire until it is “released” by an Authorized User. Authorized Users are required to answer a security question in order to complete release.

To release wires, select the “Release Wires” button at the top of the page. (If you don’t see this option, it’s because you do not have permission to release wires. Please see your Primary Contact or a Company Administrator).

The “Release Wires” page displays all created and approved wires for the selected time period.

Select a choice from the “Action” drop-down box to hold, release or reject each listed wire.

• Hold – The default action. The wire transfer will continue to be displayed in the “Pending Wire Transfer Summary” list. Status will be listed as “Created/Needs Release.”
• Released – The wire transfer will continue to be displayed in the “Pending Wire Transfer Summary” list. Status will be listed as “Scheduled” or “Funds Approved.”
• Rejected – When you reject a wire transfer, it will be listed in the “Completed Wire Transfers” category and cannot be edited in the future. Status is “Release Rejected.”

Select the desired action from the “Action” drop-down box. (Or use the “Release All” or “Reject All” buttons if appropriate). Then click “Submit” at the bottom of the page. A confirmation page will display. Click “Confirm/Release Wires” and you will return to the “Wire Transfers” summary page.

Pre-releasing a wire transfer

If you want to release a wire with an effective date after today’s date, go to the “Release Wires” page and enter the appropriate date under the “View Options” box. Wires with a pending wire frequency of “None” can be released before their effective dates. Wires with recurring frequencies can only be released on their scheduled effective dates.

You may pay your federal taxes online through Online Banking Business Edition. A variety of tax forms are available and you can save templates to make future tax payments even easier.

Making tax payments

You can pay all your federal taxes online, and even set up weekly or monthly installments, but first you need to be enrolled with the IRS’s Electronic Federal Tax Payment System (EFTPS). If you are not already enrolled, you can do this online at the EFTP (www.eftps.gov) site anytime. It takes just a few minutes to enroll, but will take the IRS up to fifteen business days to process the enrollment and send you verification.

When you enroll, you should select “EFTPS – Through a Financial Institution” as your payment method. You’ll also need to provide:

• Your Taxpayer Identification Number or Employer Identification Number (EIN).
• Global’s Routing Transit Number (RTN): 325272021.
• Your Global 13-digit checking account number listed at the bottom of your check for the account from which you will be making payments.

Once you have received confirmation from the IRS/EFTPS that you are enrolled, you can make tax payments through Online Banking Business Edition in three easy steps.

1. Select Tax Forms

To add new tax forms to the list of available Federal Tax Forms, click “New Tax Type” to open the "Add Tax Form" page.

Choose from the available list of federal forms. You can choose multiple forms at once by holding down the CTRL key and clicking on the different titles. Click “Add Tax Form” and you will be returned to the “Tax Forms” page where you will see all your selections listed.

Click “Done” to return to the “Tax Payments” summary page.

2. Fill in the appropriate form and confirm the details

3. Approve the tax payment (if the transaction exceeds pre-set company-wide limits)

About transaction timing

A tax payment must be scheduled and funded before 12:30 p.m. Alaska Time at least one full business day before it can be received by the IRS.

Ex: If a business submits a tax payment and has the funds available before 12:30 p.m. Alaska Time on Monday, the IRS will receive the funds on Tuesday. If the payment is submitted after 12:30 p.m. Alaska Time on Monday, the IRS will receive the funds on Wednesday.

Tax limits and permissions

The ability to make tax payments electronically is convenient. As with all forms of electronic payments, Online Banking Business Edition employs a number of safeguards to help you manage your finances.

• Before any tax payments can be created, the tax function must be enabled in the "Edit ACH Access and Limits" page on the "Admin" tab. Only the account's Primary Contact or a Company Administrator can enable this function.
• The Primary Contact or a Company Administrator can set limits on the dollar amount of a tax payment - these limits can be set by batch or daily limits. As an option, you may enable limit overrides by checking an option to "Exceed Limit with Approval".
• If the limit overrides are enabled, Users will be able to create tax payments that exceed limits, which must be approved by an approving user before they will be processed.
• Tax payments can be created only by employees who have been granted permission to do so.

Getting started

Click the “Payments and Transfers” tab at the top of the page. Then click the “Tax” navigation link below it.

The “Tax Payment Summary” page gives you a quick overview of pending and completed tax payments.

Viewing existing tax payments

Search for tax payments within a certain date range by changing the selection criteria in the “View Options” box at the top of the page. The date range default is set at one month prior through one month after today’s date. Modify the range by entering a correctly formatted date or by selecting the desired dates from the small calendar icon to the right of each date box. Click “View” to display the tax payments that fall into the specified date range. There are three categories of tax payments that will be listed.

• Pending tax payments summary
  This lists tax payments that are scheduled, approved, and waiting on the effective date to process. Tax payments in this category can be edited or deleted.
• Summary tax payments submitted for approval
  This lists tax payments that have been submitted but are waiting for approval from the Primary Contact or a Company Administrator. Tax payments in this category can be edited or deleted. Click on the “Approvals” navigation link at the top of the page to see all scheduled payments waiting for approval.
• Completed tax payments summary
  Completed tax payments can be viewed, but cannot be edited or deleted.

Before you can begin making tax payments from within Online Banking Business Edition, you must select the types of tax payments you wish to make, which are organized by IRS tax form number.

From the “Tax Payments” summary page, select “Manage Tax Types” navigation button at the top of the page.

The Tax Forms page shows all the tax forms that have been made available to your business. This list is initially empty.

Selecting tax forms

To add new tax forms to the list of available Federal Tax Forms, click “New Tax Type” to open the "Add Tax Form" page.

Choose from the available list of federal forms. You can choose multiple forms at once by holding down the CTRL key and clicking on the different titles. Click “Add Tax Form” and you will be returned to the “Tax Forms” page where you will see all your selections listed.

Click “Done” to return to the “Tax Payments” summary page.

When you are ready to make your tax payment, select the "Payments and Transfers" tab, then "Tax", and select "New Tax Payment."

Complete batch header

You can make multiple tax payments at once as a single batch payment, and all payments must be part of a batch. From the "Add Tax Entry" page enter the following information:

• Batch Name (32 character limit): Enter the name of what you would like this specific payment to be.
• Company Description (10 character limit): User defined.
• Effective Date: Pre-set to the next available business day a tax payment can be sent. You can change this to a later date, but not an earlier date.
• Source Account: Select the Business Checking you want the tax payment to be debited from.

Adding individual entries

Select "Add Entry" (middle right side of the screen) and this will take you to the "Add Tax Payment Entry" page.

At the Add Tax Payment Entry page, select the following fields:

• Add Entry: Select the tax payment you wish to pay.
• IRS Tax Routing # and IRS Tax Account #: will automatically populate based on the tax payment you chose.
• Taxpayer Identification Number: Enter the TIN or EIN (the same number you used when applying to EFTPS)
• Tax Period End Date: Varies depending on the form.
• Tax Amount: Add the amount of tax you wish to pay.
• Total Tax Amount: This filed will be automatically calculated by Online Banking.
• Addenda: The Addenda field is used by the system to provide form-specific processing directives to the IRS.

Once you have completed the specifics of your tax payment entry, select "Add Entry" to return to the "Add Tax Payment" page showing the summary of this Tax Payment Batch.

If you wish to include additional tax payments in this batch, simply select the "Add Entry" button and repeat the steps above.

When you have finished entering all the tax payments you wish to pay, select "Submit for Payment".

Submitting the tax payment

Review the Tax Payment Verify screen for accuracy. If you are satisfied with the details of the payment, click "Send Tax Payment" to submit it. If you need to make changes, click "Revise." Click the "Cancel" button to return to the previous page without taking action, discarding the data you entered.

After scheduling the payment, you will be returned to the Tax payment summary page. Your scheduled payments will be listed, either in the "Pending Tax Payment Summary" category or the "Summary of Tax Payments Waiting for Approval."

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.

Administer ACH access and limits (company)

• 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 UltraBranch 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.

Exceeding Limits with Approval

Checking "Exceed limits with approval" allows over-the-limit payments to be created and held until they are approved by a User that has been granted authority. You must designate someone within your company to approve over-the-limit transactions. If you want to ensure that every payment goes through this approval process, keep the company-wide limit at $0 and enable "Exceed limit with approval" box for all Users.

Note: By default, the Exceed Limit with Approval feature is disabled (unchecked and grayed out) until you create another User. Multiple Users are required to enable transaction approvals.

• Click "Save"
• Click "Continue"

You will be prompted to answer the following question: "Do you wish to make the new ACH company permissions immediately available to all eligible users?" Select "Yes" if you agree. By clicking "yes," All User limits will be set equal to the company limits. By default the Primary User's entitlements and user access are the same as the company limits.

• Click "Save"
• Click "Done"

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 UltraBranch 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 UltraBranch 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.

If an electronic payment (a wire transfer, ACH batch, or tax payment) exceeds a User's pre-set limit, you can establish an approval process to review and approve/reject over-the-limit payments by using the "Exceed Limit with Approval" option.

For timely account management, it is very important to review electronic payments pending approval on a regular basis.

Select the “Approvals” navigation link at the top of the page to hold, release or reject an electronic payment that has been “Submitted for Approval.” The “Pending Approvals” page displays all wires, ACH and tax payments waiting for approval.

Viewing payment information

You can see the payment details for each item listed in the "Pending Approvals" page by clicking on the View icon associated with the desired item.

In addition to seeing all of the information entered when the payment was created, you can also see the transaction history, which shows what actions have been taken on this payment.

Approving payments

For each item pending approval you can change the "Approval Action". The actions are:

Hold – The payment will continue to be displayed in the “Submitted for Approval” category of the relevant summary page. Status will be listed as “Approval Hold.”

Approved – Approved ACH Batches and Tax Payments will be moved to the “Pending” section of their relevant summary pages with a status of “Scheduled.” Wire transfers will move to the “Pending” section of the "Wire Transfer Summary" page with a status of “Created/Needs Release.” Approved wires must still be released in order to be processed.

Rejected – You may reject an electronic payment and include a reason for the rejection. The payment will be listed in the “Submitted for Approval” category with a status of “Approval Rejected.” The payment is still editable and can be resubmitted for approval.

Select the desired action from the “Approval Action” drop-down box for each payment you wish to change, then click “Submit” at the bottom of the page. A confirmation page will display. Click “Confirm” and then click the “ACH”, "Tax" or "Wires" navigation link at the top of the page to return to the “ACH batch summary”, "Tax payment summary", or "Wire transfer summary" page.