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TIPS & TRICKS

Initiate Payment Requests (PR)

Tips image When Adding More Accounts

The Add More Accounts button (on Step 3) will return you to Step 1 where you can enter selection criteria to retrieve additional accounts. When you return to Step 1, you cannot update the Payment Type , Payment Method , Bank Relationship , or Requested Settlement Date . However, you will be able to view your transaction set at any time by clicking the View Pending Items button located in the upper right corner of Steps 1 and 2.

Tips imageAdding Accounts when Using a Template

When using a template, it is possible to add additional accounts to your payment request that are not on the template. Click Add More Accounts on Step 3. You cannot select another template or change the payment information.

Tips image Using a Template

When selecting a template in step 1 of 4, you must choose “template defined’ as the bank relationship. If you do not use a template in step 1 of 4, you cannot use “template defined” as the bank relationship or you will get an error message.

Tips image Other Reasons Why Accounts are Unavailable for a Payment Request

If a control account has details that all have a closed or suspended status or are deleted, the (parent) account is not available. If the Agency or the Recipient is inactive or marked for deletion, accounts for those entities are not available. Accounts that have not reached their begin date or are past their end date are not available. Also accounts that are part of the ‘shopping cart’ feature (View Pending Items), will not be available.

Tips image When to Enter the Total Amount Requested

The Total Amount Requested for a summary payment can be entered on Step 2 or Step 3. You may not want to enter the Total Amount Requested until just prior to clicking Submit on Step 3 if you are going to add more accounts to the payment request during a second or subsequent pass.

Tips image Making a Payment Request for an Account not on a Template

If you choose to initiate a payment request from a template and want to add requests for accounts not on the template, click Add More Accounts in Step 3 and enter your selection criteria for the additional accounts on Step 1. You are not able to update the payment information or add another template.

Tips image Requested Settlement Date for the Future

An ACH settlement date can be up to 32 days in the future if permissible by the agency. If not, the settlement date can be current business day, if Agency allows it and if before Same Day ACH cutoff.

Tips image Removing a Row

On Step 3, when you review your payment data, if you decide that you do not want to make a payment request that was entered previously, click the “X” in the Remove Row column that corresponds with this payment request. The request is removed and totals adjusted.

Tips image Amount Requested for Manage Remittance Data

You can add Remittance Data without entering an amount in Step 2 first. If you carry forward $0.00 from Step 2, you must update the Amount Requested to agree with the Total Amount (system calculated) before clicking Apply. When you do, it automatically updates the Amount Requested in Step 2 or Step 3.

Tips image Actions that will to Stop a Payment

The following is a list of things that would prevent your payment from being sent to Funds or the ACH queue:

Tips image The Status of your Payment Request

On Step 4 the status of your Payment Request is indicated. The following is a list of available statuses:

Tips image Format for Payment Request Amount

It is not required that commas be entered as part of the payment request amount, cents are not required, and partial cents are accepted, i.e. 1000.00 and 1000 are acceptable for a $1,000.00 and 1000.1 is acceptable for $1000.10.

Tips image The Effect of Cutoff Times on the Payment Method

Although the ASAP.gov system will accept a payment request at any time during system availability, the payments systems (ACH and Fedwire) have cutoff times that may affect your settlement date. If you enter your payment request after the cutoff times, ASAP.gov will hold it until the payment system opens the morning of the following business day.

Fedwire payments entered after cutoff time (currently, 6:00 pm ET) will not settle until the following business day.

ACH payments entered after cutoff time (11:59 pm ET) will not settle until the day after the following business day. If you need your funds sooner, you may want to consider using Fedwire for same day settlement.

Tips imageChoosing Template Defined

If you choose ‘Template Defined’ in bank relationship, you must use a previously created template in this step and vice-versa.

Tricks imageFormat for Payment Request Amount

It is not required that commas be entered as part of the payment request amount, cents are not required, and partial cents are accepted, i.e. 1000.00 and 1000 are acceptable for a $1,000.00 and 1000.1 is acceptable for $1000.10.

Tips imageTracking Detail IDs on Control and Global Control Accounts

When making an ACH individual or summary payment request, the detail IDs are not sent to the financial institution with the ACH transaction. Only the parent account ID is sent with the ACH record. In order to specifically track your payments and have them tied back to a specific

detail ID, you may do one of two things:

Tips imageWhen Changing Status of Control or Global Control to Open

If the status of a Control or Global Control Account is changed from suspended or closed to open, at least one Detail associated with that account must also be changed to open. Otherwise, you will be unable to make a payment request on this account.

For questions on the Printer Friendly button and Date Range requirements see FREQUENTLY ASKED QUESTIONS.

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