Online Cash Management Business Bill Pay CONTENTS Business Bill Pay... 1 Getting Started... 1 Home Page... 2 Adding Payees... 3 Transfers... 4 Making Payments... 5 Recurring Payments... 6 Single Payments... 6 Payroll Deposits... 9 Manage Payments... 12
BUSINESS BILL PAY Getting Started Welcome to Mission Bank! Our website is www.missionbank.com In order to use Bill Pay, a company administrator must activate the service by clicking the Bill Pay tab in Online Cash Management and users must have Bill Payment as an entitlement. Company administrators assign user privileges and accounts within Bill Pay. Your user access may not include all features mentioned in this guide. For same-day processing your payment or transfer must be entered, edited, or stopped before noon Pacific time. The first time you choose the Bill Pay tab, you will need to complete the following: Challenge Questions and Answers when performing certain activities, such as adding a new payee, you will be presented with one of your challenge questions, which you must answer. Security Key this is a code word and numbers you choose that will appear on the bill pay home page screen, authenticating the site. Following is a sample of the set-up screen. Business Bill Pay User Guide (8/2017) 1
Home Page This screen provides a snapshot view of your Bill Pay activity and provides some shortcuts to manage and view activity. Business Bill Pay User Guide (8/2017) 2
Adding Payees If you re new to Bill Pay the first thing you ll do is add payees. There is an import feature to allow the addition of payees exported from QuickBooks or Quicken, you can also import payee data from a spreadsheet. A built-in wizard will guide you through the import process. If you want to track spending you can create categories, such as lease, utility, etc., and apply a category to each payee. Then reports (found under Options) can be generated and customized based on the payment types. When manually adding payees you ll first choose the payee type. There are on-screen prompts to assist you in completing the needed information. After adding a payee you have the opportunity to schedule a single or recurring payment, or you can schedule payments at a later time. Refer to the Making Payments section for additional information. Company usually the larger companies such as utilities, major credit cards, and regional or national companies will be paid electronically. Larger companies can often deliver ebills, which will send payment information and due dates directly to Bill Pay. Business Bill Pay User Guide (8/2017) 3
Individual there are two payment options: electronic or check. To send an electronic payment you must have either the person s bank account information or their email address. There are step-by-step instructions to guide you through the set-up process. The maximum electronic transfer to an individual is $2,500. Bank or Credit Union easily pay loans and credit cards at other financial institutions. As an extra security measure, when setting up a payments to individuals and/or banks and credit unions you will be presented with one of your challenge questions. There is also an activation code that is needed to set up these payees. The code is generated by the system and delivered to your choice of an email address or phone number. Transfers Transfers can be made electronically from your account(s) at Mission Bank to your accounts at other financial institutions. The maximum per day transfer to another financial institution is $2,500. Transfers made through Bill Pay must be entered before the noon deadline and will settle to the receiving account the next business day. If you want to make a transfer between your Mission Bank accounts it should be processed using the NetTeller tab, not through Bill Pay. To add Transfer Accounts to Bill Pay, you ll need your account number there and the receiving bank s routing number, which can be found at the bottom of a check (not a deposit ticket). This is another function that requires a challenge question and answer prior to access. Business Bill Pay User Guide (8/2017) 4
After adding an account, you ll receive a confirmation of successful entry and then the account will be activated by Mission Bank. Please allow up to 24 hours for activation. Making Payments Payees can be set up for single payments or recurring payments; transfers to another bank can also be single or recurring. Business Bill Pay User Guide (8/2017) 5
Recurring Payments If a recurring payment schedule was not established when a payee was created, it can be added under Payments, you can also edit or change a recurring payment under Payments. The parameters for a recurring payment can accommodate frequencies ranging from weekly to annually, and once a recurring schedule has been established the payment will automatically be sent. Users schedule the day the payment will be sent and the system will estimate the arrival date based on whether the payee will receives payment electronically or by check. Single Payments There are screens in both Payees and Payments that can be used to schedule or make single payments. You can choose which screen to use based on your needs and preferences. Payees Tab Add a Payee After adding a new payee you will have the opportunity to schedule a payment either a one-time payment or a recurring payment schedule can be added. Business Bill Pay User Guide (8/2017) 6
View Payees You can view and manage existing payees, either by specific type or all payees. The options from this screen are Pay, Edit, Delete or Activate. A new payee can also be added from here. Payments Tab Single Payment From this screen you can schedule new payments for bills, for individuals, transfer funds, or you can edit a scheduled payment. There are two views available the Classic User and the Power User. Business Bill Pay User Guide (8/2017) 7
The Classic User screen (shown above) allows you to pay by type, either bill or individual. You can filter payees by category, then you can select all payees in that category, or you can choose specific payees from the list. The other option for viewing and making payments is the Power User tab. This screen is designed for companies with an extensive payee list, but it can be used by anyone. Here you can search for a payee, see a display of all payees or payees by type, and enter all the payments on one easy screen. Following are sample payment screens from Power User. Business Bill Pay User Guide (8/2017) 8
Payroll Deposits If your company subscribes to this optional feature, direct deposit of payroll and/or employee expense reimbursements can be made through Payments > Payroll Deposits. You should obtain authorization from each employee that will be participating in direct deposit. Typical authorization forms provide a space for the employee s account number and their bank s routing transit number. Contact us if you would like a sample authorization form. There is a step-by-step guide to walk you through setting up your direct deposits. Business Bill Pay User Guide (8/2017) 9
Employees are separated into three categories: hourly, salary and contractors. You can have a combination of the types, but the actual pay days need to be the same for all employees. When completing the set-up information for salaried employees, you ll enter their net pay and it will be retained for future pay periods. If you allow it, a payroll deposit can be split between two accounts. User tip: If an email address is included as part of the employee profile, they will be notified when they receive a payroll deposit. Business Bill Pay User Guide (8/2017) 10
When scheduling each payroll, you ll choose which employees are to be paid and enter the net pay for the hourly employees. When all entries are complete and have been submitted, you ll receive a confirmation for each of the payments. User tip: When entering pay amount for hourly employees, tab to another cell so the amount updates in the Total column. Business Bill Pay User Guide (8/2017) 11
Once the payroll set-up is complete there is a summary screen for on-going management of your payroll deposits. Payroll deposits should be scheduled in the system at least two days before the actual pay day. There will be a system-generated email reminder, based on the payroll schedule you have established. Manage Payments Scheduled payments of any type can be managed under Payments > Scheduled Transactions. Payments are segregated by type or you can view all transactions. To manage payments, simply click on the appropriate folder and the details will display. Business Bill Pay User Guide (8/2017) 12