A Green Initiative by Brookdale Community CollegePresented by Debbie Almeida

Manager, Accounts Payable and Special Projects

• An E-Check is an ACH transfer of funds between bank accounts

• The ACH file is initiated by the institution and the funds are transferred from the institution’s bank account to the student, employee, or vendor’s bank account

• e-Checks are used for student refunds, employee reimbursements, travel advances, and vendor invoices

Safety ACH transfer is one of the safest methods of fund transfer ACH transfers reduces risk of fraud No lost or stolen checks Cost Savings Paper/Envelope cost Postage Print Costs Reduced labor Time Effective No need for replacement checks Simplifies bank reconciliations Faster Receipt of reimbursement Eliminates escheat possibilities

I’m happy because I know my money is already in the bank –

He, on the other hand, can’t find his check!

Please Contact Accounts Payable for more info at x2243.

Employees• Email• Advertising• Flyers/memos• Verbal communication

Vendors• In addition to all of the above• Work with your purchasing department to communicate the program• Include information when mailing invoice payments

Students• College’s website• Open house• Print information on student bills

e-Checks, aka, Direct Deposit is coming to Brookdale Community College for travel advances, travel expenses, and monthly expense report reimbursements. Reimbursement will be available electronically! (This electronic transmission is a separate function from the EFT you receive through the payroll department.)The e-Check transmission will allow automatic deposit of Employee Reimbursement Requests, Travel Advances, and Monthly Expenses directly into your bank account. This process will expedite reimbursement payments and will increase payment flexibility

Employees wishing to utilize the electronic reimbursement process are to complete the attached Employee Automatic Deposit Authorization sheet and return it to Accounts Payable, BAC Building, Attn: Debbie Almeida, as soon as possible. Your employee records will be revised to reflect your banking information and the information will be stored in an encrypted format on the College’s network. The encryption complies with all current banking regulations and cannot be viewed by other system users. A pre-note will be created to verify the information and ensure that funds are deposited per your direction. Once your bank confirms the information, reimbursement payments will be direct deposited into your account. You will receive an automated email notification of the date and dollar amount transmitted to your account.

MEMORANDUM

TO: Brookdale Community College Employees

FROM: Debbie Almeida, Manager Accounts Payable

SUBJECT: e-Checks for reimbursements

DATE: August 2008

Should you have any questions, please contact Debbie Almeida on Extension 2745, or at dalmeida@brookdalecc.edu

EMPLOYEE AUTOMATIC DEPOSIT AUTHORIZATIONto be used for Employee Reimbursements and Travel Advances

Enrollment

Change

Cancellation

Please complete by printing:

____________________________________ ____________ Employee Name BCC ID#

____________________________________ E-mail Address for notification of payment

___________________________________________ _______ _______ Bank Name Checking Savings

(select one)

___________________________________________ ___________________________ Bank Routing Number (9 digits) Bank Account Number

PLEASE CONTACT YOUR BANK FOR THE CORRECT BANK ROUTING NUMBER

I hereby authorize Brookdale Community College to deposit my payments to the account identified above and authorize the Depository Financial Institution to accept these deposits. These authorizations are to become effective as soon as possible and remain in full force until Brookdale Community College has received written cancellation notification from me in such time and manner to afford Brookdale Community College a reasonable opportunity to act on it.

_______________________________________________ _______________________ Authorized Signature Date

Return this form to Brookdale Community College Attn: Accounts Payable Department

Internal Use Only

Date Rec’d ____________ Input date ____________ Pre-note Date____________

The AP parameter definition screen has additional fields for e-Check processing

Used for the general defaults and parameters of e-Check processing

Students/Employees

• Nae Screen - e-mail address type field select the institution’s initials (BCC), the email address submitted on the authorization form (preferably the institution’s e-mail address and enter a “Y” as the preferred address

Vendors

• Vend Screen – Detail into demographics, go to Additional Organization Info (AORG) and under e-mail, in the drop down box next to e-mail address select ECK (e-check processing) add e-mail address supplied by the vendor on the Authorization form.

EMAILEMAIL INFORMATIONINFORMATION ONON NAENAE SCREENSCREEN

All bank information is entered in BAIE

Select the vendor

Input the routing number (Colleague will send an error message if the routing number is invalid), select y in e-Check Pay, select e-mail under e-Check advise, enter the bank account number and account type

Run ECPP

A report will generate after the pre-note file is created and show all vendors included in the pre-note upload file

Choose options and then import from the Colleague menu

Import Script

Each vendor must be pre-noted to the bank. This is done using ECPP. You would enter either a saved list of vendors you want pre-noted or enter the specific vendors in the vendor list. Number two, “prenote file name”, is the name of the pre-note file that will

be stored in FINANCIAL.EXPORTS when the pre-note process has completed.

* All vendors must have bank account information setup on BAIE in order for them to be pre-noted

CKSE• Enter Y to allow e-Checks• Enter E in Check Production Type for e-Checks only• Enter B for both paper and e-Checks• The CKSE report will show both paper and e-Checks

Run ECHP to produce an e-Check upload file• A report will be produced showing the e-Checks that

will be in the upload to the bank run • Run ECHP again, this report will give you the name

of the file that will be used to do the bank offload

CKSE

e-ChecksPaper Checks

ECHPCKPR

CKRS

CKPO

ACH File

Send to Bank

VPFS/PYFM