What is the ACH payment process?
DATABASICS provides ACH (Automated Clearing House) service to allow direct reimbursement of expense reports through electronic funds transfer. Set up of the process requires the following details:
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- Individual User Account Details:
- Effective Date
- Account number
- Routing Number
- Employee ID
- Bank Name (if available)
- Account Type (Checking or Savings Account)
Will all expense reports have to be paid through ACH Payment?
Will all Expense Reports have to go through ACH for payment? Can we have a question or a rule that determines if the ER will be paid by AP or ACH?
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Technically we can set a constraint on ACH extract to exclude any report below $50, but you will have to have a well defined process on how to handle the reports that are not being picked up by ACH to make sure that the reports do not slip without payment. This will need to be controlled on the finance level approval and these reports will have to be handled manually. Our recommendation is to be consistent on all reports.
How does banking information get entered into the Expense application?
Would everyone fill out a form with their banking information (similar to what we do when we want to use direct deposit for paychecks)?
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- Access to the ability to change user's security role
- Access to Security Role set up screen
- Access to ACH detail entry screen
Does ACH payment process trigger e-mail notifications when payment fails?
If there is an issue with individual payments the bank notifies DATABASICS and DATABASICS will generate a notification to an individual that will be listed as a contact for ACH related items for a company.
What is the ACH extract and payment frequency?
Step | Process Description | Frequency | Scheduled Time | Comments |
|---|---|---|---|---|
1. | ACH file extracted from DATABASICS via Profiles | Manually triggered or scheduled per client preference | Manually triggered or scheduled per client preference | Picks up "Approved" expense reports that have not yet been previously processed for ACH payment |
2. | Extracted files sent to the bank for processing | Daily | 11:00 AM |
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3. | Payments processed and money transferred to the user's account |
| 3-4 Business Days from the day when the extract was run |
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Yes the extract can be scheduled to run at any frequency, see step 1 in the table above. It will take up to 3-4 days from the date when the extract was run for the amount to show in the user's account.
Other Related Questions
How are the payments processed if a user has multiple reports ready for payment?
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