Finance

Vendor ACH Enrollment Information

Automated Clearing House (ACH) payments provide an alternative to paper checks, affording you the following advantages:

• Accelerated funds availability

• Better cash management forecasting

• Reduced operating costs through the elimination of paper check handling and simplification of the bank reconciliation process

• Certainty of delivery (no more lost or stolen checks).

The National Automated Clearing House Association (NACHA) regulates the ACH network, a nationwide payment and collection system. Instead of using paper to carry necessary transaction information, the ACH network processes, delivers and settles electronic credits and debits among financial institutions.

Enroll in ACH

1. Complete and sign the Authorization for ACH Deposit of Vendor Payment enrollment form.

2. Forward the completed and signed form by mail to the Accounts Payable Department at the address on the enrollment form, or fax your completed form to 316.383.7729.

Frequently Asked Questions

How do I get started?

Complete and sign the Authorization for ACH Deposit of Vendor Payment form; then contact your financial institution and ask for the ACH department.

Where do I find the transit/routing number for my bank?

The bank transit/routing number is a nine-digit MICR-encoded number on the bottom of your checks.

What information does my financial institution need?

Ask your financial institution’s ACH staff about their policies and procedures regarding ACH payments and remittance notifications. The ACH staff will need to know that Sedgwick County payments are in NACHA CTX standard format with multiple addenda records.

Ask your financial institution to tell you what information will be sent to you and how it will be provided.

Can my financial institution charge me for this service?

Yes, your financial institution is allowed to charge you for providing remittance information. Most financial institutions provide this notice as part of their regular customer service or charge a small fee. Check with your financial institution before you start the ACH enrollment process.

Will all of my payments be ACH’s? What if I want a check?

Sedgwick County’s financial accounting system establishes your method of payment by your County-assigned vendor number. If you select ACH as your preferred method of payment, all future payments from the County will be electronically paid to your financial institution based on your ACH enrollment instructions. If you want to cancel your ACH electronic payment authorization, please complete another Authorization for ACH Deposit of Vendor Payment form; fill out the cancellation section of the form and mail or fax the form to our Accounts Payable Department.

What should I do if I change account numbers or financial institutions?

If you want to change your ACH electronic deposit authorization, please complete another Authorization for ACH Deposit of Vendor Payment form; check the appropriate box for Financial Institution or Account Change. Mail or fax the change form to our Accounts Payable Department at the address or fax number shown on the form.

How long does the ACH enrollment process take?

Once the Authorization for ACH Deposit of Vendor Payment Form is received by the Accounts Payable Department, about three weeks is required to establish the electronic funds transfer process. During this time, our system is updated and tested. Immediately following successful ACH enrollment, you may receive payments by either check or ACH. This is because the County’s accounts payable system will process documents set up prior to your ACH enrollment as checks.

What information does the County send with my ACH payment? How will I get it?

Sedgwick County transmits ACH payments and remittance notifications electronically to your bank account. Please discuss your remittance and notification needs with your financial institution.

Rules from NACHA, the National Automated Clearinghouse Association, require financial institutions to provide payment information within 48 hours of receipt of the deposit IF you have requested the information AND IF you have made provisions with your financial institution to receive it.

The remittance information received by your financial institution with electronic payments will vary, depending upon the financial institution. Again, please make certain you discuss this with your bank prior to ACH enrollment.

How do I find out if an ACH payment has occurred?

Your bank probably provides on-line access to your account information. When you contact your bank to discuss setting up ACH deposits, ask about on-line services. You may want to set up on-line restricted access to your bank account so that you can easily track your account activity.

Another option might be telephone access provided by your bank.

If you need to contact us, you may email ACHtracker@sedgwick.gov or call our Accounts Payable team at 316.660.7149. We’ll respond promptly.

Help us help you!

You must notify our Sedgwick County Accounts Payable Department of any bank account, financial institution or payment method changes. If notification is not received, your payments may be delayed.

Use the Authorization for ACH Deposit of Vendor Payment Form and indicate Financial Institution or Account Change OR Cancellation.

Other Questions?

email ACHtracker@sedgwick.gov or call our Accounts Payable Team at 316.660.7149.