ACH Enrollment - All Bank Accounts
Purpose
This procedure describes how to enroll a customer to pay WVU through the Automated Clearing House.
Trigger
If a customer desires to pay a WVU invoice electronically, then the customer must enroll in Automated Clearing House (ACH). The customer must complete an ACH enrollment form and then forward it to WVU Research & Tax Accounting/Cash Management for final review prior to sending it to the bank. The bank will return the approved ACH enrollment form to Cash Management and Cash Management will send a copy to the customer and WVU department. After the customer has enrolled in ACH, then deposits will be electronically transferred from the customer's bank account to the designated WVU bank account.
Prerequisites
• WV State Code Chapter 12.
Menu Path
• This is a non-MAP procedure.
Helpful Hints
If you need assistance, please contact the WVU Help Desk
• 304-293-4444
Procedure
1. WVU Department - Receive customer request to pay WVU invoices electronically. This request can be verbal, by letter or you may receive ACH enrollment form with payor information completed from customer.
2. WVU Department - Identify the bank account (State Treasury, Research Corporation, etc) where the money should be deposited.
3. WVU Department - If customer needs ACH enrollment form, contact Rhonda Clarkson at 293-4002 x2491 or Rhonda.Clarkson@mail.wvu.edu at WVU Research & Tax Accounting's Unit of Cash Management and request ACH enrollment form be sent to customer. The following information is needed:
3.1 Customer Name and Address or fax number
3.2 Bank Account (e.g. State Treasury, Research Corporation, etc)
4. WVU Cash Management - If WVU does not have an existing ACH enrollment form for this customer, send to the customer, via mail or fax, a cover letter with instructions requesting payor information be completed on the ACH form and the appropriate ACH form as follows:
4.1 State Treasury Bank Account - Use WV State Treasurer's Office ACH Authorization form or Federal version of the form known as ACH Vendor/Miscellaneous Payment Enrollment Form SF3881.
4.2 All other bank accounts - Use Federal form known as ACH Vendor/Miscellaneous Payment Enrollment Form SF3881.
Make copies and file in ACH-Pending Customer/Department folder.
If WVU does have an ACH enrollment form on file for this customer, contact WVU department and customer to inform them that another ACH enrollment form is not necessary.5. WVU Cash Management - Receive ACH enrollment form from customer with Payor Information completed. Pull file from suspend.
6. WVU Cash Management - Complete Payee/Agency Information section of ACH enrollment form as follows:
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Field Name
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R/O/C
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Description
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Agency Name/ Name
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R
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West Virginia University or WVU Research Corporation
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FEIN
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R
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Use appropriate FEIN
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Address
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R
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WVU Research & Tax Accounting/Cash Management
PO Box 6001,
Morgantown WV 26506-6001
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Contact Person Name
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R
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Cathy Sampey Barber
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Phone
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R
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(304) 293-4002 x2435
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Title of Contact Person
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R
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Manager, WVU Cash Management
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Fax Number
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R
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(304) 293-6856
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Description of payment
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R
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Description of Payment
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7. WVU Cash Management Complete Financial Information on Federal ACH (SF3881) as follows:
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Field Name
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R/O/C
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Description
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Name
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R
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Bank name/Bank account name
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Address
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R
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Bank address
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Nine-digit Routing Transit Number
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R
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Nine-digit Routing Transit Number
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Depositor Account Number
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R
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Bank account #
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Type of Account
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R
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Checking
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8. WVU Cash Management - Make copy of completed ACH enrollment form and file in "ACH-Pending Bank" folder. Send copy to bank with cover letter requesting signed form be returned to WVU Research & Tax Accounting/Cash Management. For State Treasury bank account, fax copy of completed form to WV State Treasurer's Office at (304) 558-4179.
9. WV State Treasurer's Office - Review ACH enrollment form and complete Treasury/bank account information section. Return approved form to WVU Research & Tax Accounting/Cash Management., ATTN: Rhonda Clarkson.
10. WVU Cash Management - Receive signed ACH enrollment form from WV State Treasurer's Office/bank with Treasury/bank account information completed. Pull copy of form from ACH-Pending Bank folder and destroy. Make 2 copies of approved form received from WV State Treasurer's Office/Bank.
Distribute ACH enrollment form as follows:
10.1 Send original form to customer with cover letter stating the ACH addenda requirements.
10.2 Send one copy of form to WVU department with cover memo with instructions on how to bill AR customers paying via ACH.
10.3 Retain one copy of form for Cash Management ACH-Completed file
11. WVU Cash Management - File copy of form received from WV State Treasurer's Office/bank in "ACH-Complete" folder. As needed, use this file as a reference for incoming ACH deposits.
12. You have completed this task.
Result
You have enrolled your customer in ACH.
Comments
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Processing ACH Depositis - All Bank Accounts