ACH File Based Processors

You can use the ACH File Based Processors page to configure multiple ACH file-based processors. You can also add and manage ACH file-based processors.

Once a campus has been set up as an ACH processor, you must record and store the student's bank account information. Authorization for direct deposit must be obtained if the student wishes to receive refunds or stipends through ACH. Once a payment, refund, or stipend has been scheduled and approved, you select the ones to be sent to ACH through the Refunds/Stipends process and export payments, refunds, and stipends in the batch using the Process Electronic Drafts form.

For detailed information on ACH rules and processing, contact the National Automated Clearing House Association, http://www.nacha.org.

In Anthology Student you can capture student bank account information and store it in a secure, encrypted format. If your institution and financial institutions are set up to provide files in standard Automated Clearing House (ACH) response file format, your institution can provide students with direct withdrawal of funds and direct deposit of third-party funds to student accounts.

Prerequisites

Depending on the task, you must have:

  • Student Accounts - Configuration - ACH Processors - Delete, Edit, New, or View authorization

Your institution must have configured the default bank accounts.

Access Method

Select the Configuration tile > expand Student Accounts > select ACH File Based Processors.

Procedure to Add or Edit Items

Processor Tab

Use the Processor tab to configure multiple ACH File Based processors. You can add, edit, and duplicate ACH file-based processors.

  1. Review the values of the records in the grid.

  2. If you want to:

    • Add a new list item, select the New button on the toolbar

    • Add a new list item by copying and modifying an existing list item, select the row in the list and the Duplicate button on the toolbar

    • Edit an existing list item, select the name in the list

  3. Review, specify, or change the following values.

    CodeClosed The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.

    File NameClosed Indicates the name of the file that is sent to the Automated Clearing House (ACH) for batch processing.

    Folder NameClosed Indicates the file folder for the Automated Clearing House (ACH) information to be transmitted to the processor. You must specify the path of the folder that has already been created by a system administrator. You cannot create a new folder, unless you have system administration privileges.

    Immediate Destination IDClosed Indicates the 10-character routing number of the Automated Clearing House (ACH).

    Immediate Destination NameClosed Indicates the name of the Automated Clearing House (ACH).

    Immediate Origin IDClosed Indicates the 9-character routing number of the Sender or your institution.

    Immediate Origin NameClosed Indicates the name used to define your institution (up to 10 alphanumeric characters).

    NameClosed The descriptive name of the item.

    Originating DFIClosed Indicates the Originating Depository Financial Institution (DFI) used to identify a site as the DFI originating the entries. This field allows up to 8 numeric digits. If it is left blank, the system uses the Immediate Origin ID.

    Staff Group for Automatic AutodraftClosed Select the staff group that will be allowed to set automatic auto drafts.

    Transaction TypeClosed Select one or more types of transactions that this ACH processor transmits. The options are Payment (payments from the student) and Refund/Stipend (refunds to the student/stipends to the student).  ClosedRead Note.

  4. In Campus AssociationsClosed Indicates the campuses that are associated with the new processor. You can set up multiple ACH processors per Campus., review, specify, or change the following values.

    Bank AccountClosed Specify the type of bank account associated with the transaction. This field is editable.

    Bank Account NumberClosed The bank account number associated with the transaction.

    Bank HeaderClosed Specify the Bank Header. The system produces an export file that the Automated Clearing House (ACH) uses to execute transactions between banking institutions and clients. Some banks may require a formatted header record to appear as the first record in the file for processing the export file correctly. Since it is time-consuming, the system provides an automated process for adding the header records. When processing an ACH file through the Process Electronic Draft wizard, the system inserts the header records that you have set up and places the header in the exported ACH file.

    Bank NameClosed The name of the bank.

    Campus Closed The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

    Company IDClosed Specify the company's identification number. This field supports up to 10 alphanumeric characters.

  5. Take the appropriate action.

    Task Action to Take
    Add Campus Associations

    1. Select the Add button on the toolbar. Anthology Student displays the Select Campuses dialog box.

    2. Select the campuses.

    3. Select the Select button. Anthology Student adds the selected campus to the campus associations list and enables the editable fields in the list.

    4. Review, specify, or change the following values.

      Bank AccountClosed Specify the type of bank account associated with the transaction. This field is editable.

      Bank HeaderClosed Specify the Bank Header. The system produces an export file that the Automated Clearing House (ACH) uses to execute transactions between banking institutions and clients. Some banks may require a formatted header record to appear as the first record in the file for processing the export file correctly. Since it is time-consuming, the system provides an automated process for adding the header records. When processing an ACH file through the Process Electronic Draft wizard, the system inserts the header records that you have set up and places the header in the exported ACH file.

      Company IDClosed Specify the company's identification number. This field supports up to 10 alphanumeric characters.

    Edit Campus Associations

    1. Select the campus in the list to edit an existing list item.

    2. Review, specify, or change the following values.

      Bank AccountClosed Specify the type of bank account associated with the transaction. This field is editable.

      Bank HeaderClosed Specify the Bank Header. The system produces an export file that the Automated Clearing House (ACH) uses to execute transactions between banking institutions and clients. Some banks may require a formatted header record to appear as the first record in the file for processing the export file correctly. Since it is time-consuming, the system provides an automated process for adding the header records. When processing an ACH file through the Process Electronic Draft wizard, the system inserts the header records that you have set up and places the header in the exported ACH file.

      Company IDClosed Specify the company's identification number. This field supports up to 10 alphanumeric characters.

    Update the Bank Header for all Campus Associations

    1. Select the Update Bank Header button on the toolbar. Anthology Student displays the Update Bank Header dialog box.

    2. Enter the new header for the Bank.

    3. Select the OK button. Anthology Student displays the revised bank header in the list for all the existing campuses.

    Remove an item

    Select the Remove button on the toolbar. Anthology Student removes the campus.

  1. If you want to save and: 

    • Continue making changes, select the Save button

    • Continue to add another item to the list, select the Save & New button

    • Close, select the Save & Close button

Payment Response Groups Tab

You can use the Payment Response Groups tab to configure your institution's policy for payments when the student's bank sends a response. The authorized user can create groups and associate Response Codes with these groups. Unassigned groups and associated Response Codes are not processed through Anthology Student. For more details, refer to ACH Response Codes

  1. Review the values of the records in the grid.

  2. If you want to:

    • Add a new list item, select the New button on the toolbar

    • Add a new list item by copying and modifying an existing list item, select the row in the list and the Duplicate button on the toolbar

    • Edit an existing list item, select the name in the list

  3. Review, specify, or change the following values.

    Add to Student GroupClosed Select the student group to associate a Response Code Group with an existing campus group.

    Assigned Staff MemberClosed Select a staff member associated with the trigger task.

    NameClosed The descriptive name of the item.

    Post NSF FeeClosed Select whether you want your institution to post a non-sufficient funds (NSF) to the student's Ledger Card when a payment was rejected.

    Response CodesClosed Indicates the reasons for non-payment by the ACH Processor. Typical reasons are insufficient funds in the student's account (NSF), incorrect routing number, and account closed.

    Transaction AmountClosed The transaction amount.

    Transaction CodeClosed The transaction code.

    Trigger TaskClosed Select a trigger task associated with the Payment Response Code Groups.

  1. If you want to save and: 

    • Continue making changes, select the Save button

    • Continue to add another item to the list, select the Save & New button

    • Close, select the Save & Close button

Refund/Stipend Response Groups Tab

You can use the Refund/Stipend Response Groups tab to configure your institution's policy on refunds or stipends when the student's bank sends a response. The authorized user can create groups and associate Response Codes with these groups. Unassigned groups and associated Response Codes are not processed through Anthology Student. For more details, refer to ACH Response Codes.

  1. Review the values of the records in the grid.

  2. If you want to:

    • Add a new list item, select the New button on the toolbar

    • Add a new list item by copying and modifying an existing list item, select the row in the list and the Duplicate button on the toolbar

    • Edit an existing list item, select the name in the list

  3. Review, specify, or change the following values.

    Add to Student GroupClosed Select the student group to associate a Response Code Group with an existing campus group.

    Assigned Staff MemberClosed Select a staff member associated with the trigger task.

    NameClosed The descriptive name of the item.

    Response CodesClosed Indicates the reasons for non-payment by the ACH Processor. Typical reasons are insufficient funds in the student's account (NSF), incorrect routing number, and account closed.

    Trigger TaskClosed Select a trigger task associated with the Payment Response Code Groups.

    Void Refund/StipendClosed Select whether you want your institution's policy is to post voided transactions to the student's Ledger Card when a refund transaction is voided. If reverse general ledger entries are required for refunds, select Yes. This option may be assigned to individual response codes as necessary.

  1. If you want to save and: 

    • Continue making changes, select the Save button

    • Continue to add another item to the list, select the Save & New button

    • Close, select the Save & Close button

Notification of Change Tab

You can use the Notification of Change tab to update the information related to Notification of Change codes.

A Notification of Change (NOC) is created by a student's bank to notify the institution that previously valid information has become outdated. Anthology Student updates the file with the correct information. For example, if you apply C02 (Incorrect Routing Number), Anthology Student updates all student banking forms with the correct routing number. For more details, refer to ACH Response Codes.

The student's record and all the instances in Anthology Student in which this information is displayed are also updated.

  1. Review the values of the records in the grid.

  2. Review, specify, or change the following values.

ApplyClosed Select the check box to apply a particular Notification of Change (NOC) code.

CodeClosed The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.

NameClosed The descriptive name of the item.

Update FieldsClosed Indicates the field that is updated in the system when you apply the corresponding Notification of Change (NOC) code.

  1. Select Save to save the changes.  

Limitations

You cannot edit configuration items that have a Yes in the System column. These items are defined by Anthology Student.