Process Name:

Agent Submits a Payment Allocation File and Payment Using ACH Debit

Role:

•      Agent

Objective(s):

To make to submit a payment file and a payment on an Employer’s UI account using ACH Debit.

Before you begin:

•      The Agent has the authorization to make payments for an Employer.

•      The Agent or the Employer has filed a wage report.

•      SUITS calculated the UI taxes due when the wage report was filed.

•      The Employer now owes a payment to the UI agency.

•      The Agent wants to make a payment on the Employer’s account using ACH Debit.

What happens next:

•      SUITS displays a Payment Confirmation number.

•      SUITS sends the payment to the bank in the nightly batch.

•      The Payment Status is “Pending” until the payment posts at the bank.

1. 

Click the Payments left navigation menu item from the Agent Portal Home screen.

SUITS displays the Agent Payment Function Maintenance screen.

2. 

Click the Make Payments hyperlink.

SUITS displays the Agent Payment Wizard – Amount Due Summary screen.

•      This screen displays the Employers the agent has the authority to make payments for. 

•      Review the grid with the Employer Account ID, Employer Name, and Amount Due.

•      Click on the Employer Account ID link to view the debt details for a client.

3. 

Click the Submit Payment Allocation File radio button.

See Field Definitions.

4. 

Click the Next button.

SUITS displays the Agent Payment Wizard – Payment Allocation screen.

5. 

Click the radio button corresponding to the type of file you would like to download.

See Field Definitions

6. 

Enter Wage Confirmation Number, if needed.

This is always required.

7. 

Click the Add button.

8. 

Click the Next button.

SUITS displays the Agent Payment Wizard – Upload Payment screen.

9. 

Click the Download File button.

SUITS downloads the payment allocation file.

SUITS contains instructions for steps 9-12.

10.

Save the file to your computer.

11.

Add an additional column at the end of the file with the allocation amounts.

•      For allocation amounts, include dollar and cents with a decimal.

•      Click the here hyperlink to view the file layout specifications for the payment allocation file.

•      Do not change the layout of the downloaded file other than adding the new column at the end for the allocation amounts.

12.

Click the Upload File button.

SUITS displays you documents folder.

13.

Select the saved payment allocation file.

SUITS displays the file name below the Upload File button.

14.

Click Upload button.

SUITS uploads the file to the Payment Wizard.

You will know when SUITS successfully uploads the file when the file name is green and displays a green check mark.

15.

Select a Payment Method from the dropdown menu.

16.

Click the Next button.

SUITS displays the Agent Payment Wizard – ACH Debit Payment screen.

•      View the Payment Allocation and the Bank Information panels on this screen.

•      Click the Export button, in the Payment Allocation panel, to download an excel spreadsheet of your payments.

17.

Enter Routing Number in the Bank Information panel.

This is Wells Fargo’s Routing Number.

18.

Confirm Routing Number.

19.

Enter Bank Account Number.

20.

Confirm Bank Account Number.

21.

Select Account Type from the dropdown menu.

22.

Enter Payment Effective Date.

•     This field defaults to today’s date.

•      Payment date cannot be a past date.

•      Payment effective date cannot be a future date beyond the due date of the current quarter.

23.

Click the Next button.

SUITS displays the Agent Payment Wizard – ACH Debit Payment Verification screen.

Review the Bank Information panel on this screen.

24.

Click the Next button.

SUITS displays the Agent Payment Wizard – Payment Summary screen.

•       This screen displays the message:
“Your payment has been submitted and will be sent to the bank. Print a copy of this page for your records”.

•      Click the Export button to download an excel spreadsheet of the payment. 

25.

Click the Print button.

SUITS prints a copy of the page for your records.

26.

Click the Finish button.

•      SUITS displays the Agent Portal Home screen.

•      SUITS saves the payment allocation information.

•     SUITS will now display the payment as “Pending” in the Payment History panel of the Payment Wizard.

•      SUITS will update the payment to Paid when SUITS includes that payment in the next ACH file submitted to the financial institution on or after the effective date of the payment.