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ACH Processors – Set-up

Setting up ACH Processors #

Overview #

This knowledge base article provides instructions for setting up specific ACH (Automated Clearing House) processors in Pro-Pay, our payroll software. It covers various processors, including KOTAPAY, INTERCEPT, GULF MANAGEMENT, CHEMICAL BANK, CACHET BANQ, and CERIDIAN.

General Information #

  • If you’re using a bank to process ACH transactions, special requirements are usually unnecessary.
  • For non-bank 3rd party ACH processors not listed here, please email us their specifications for assistance.
  • For bank-specific ACH file layout requirements, email us the specs for tailored support.

Processor-Specific Setup Instructions #

KOTAPAY (Previously – INTERCEPT) – ACH Direct Deposit Setup #

FieldInstructions
PROCESSOR’S NAMEKOTAPAY
SETTLEMENT ACCT ROUTING NOEnter routing number given by Kotapay
SETTLEMENT ACCT BANK NOEnter account number given by Kotapay
CREDIT DESCRIPTIONPayroll Processor’s Name
ORIGINATOR IDEnter number provided by Kotapay
Draft Employer’s funds into Processor’s AccountDo not check this box
CREATE SINGLE COMPANY BATCHESDo not check this box
Allow Unbalance TransactionsDo not check this box

Additional Setup:

In Pro-Pay, Payroll Functions, Employer Set-Up page-4, under Direct Deposits:

  • Days in Advance to draft Employer’s Account: Enter 0

INTERCEPT – Tax Impounds Setup #

FieldInstructions
PROCESSOR’S NAMEINTERCEPT
SETTLEMENT ACCT ROUTING NOEnter the settlement Acct Routing No
SETTLEMENT ACCT BANK NOEnter the settlement Acct No
CREDIT DESCRIPTIONTAX PAY
ORIGINATOR IDEnter number provided by Intercept
CREATE SINGLE COMPANY BATCHESCheck this Box

Additional Setup:

In Pro-Pay, Payroll Functions, Employer Set-Up page-4, under Tax Impounds:

  • Days in Advance to draft Employer’s Account: Enter 0

GULF MANAGEMENT – Direct Deposits Setup #

FieldInstructions
PROCESSOR’S NAMEGULF MANAGEMENT SYSTEMS
SETTLEMENT ACCT ROUTING NOLeave Blank
SETTLEMENT ACCT BANK NOLeave Blank
CREDIT DESCRIPTIONPAYROLL
ORIGINATOR IDYour FED ID #, or number given by GULF
REGIONAL ACH PROCESSORYour 3-digit company code

CHEMICAL BANK – Direct Deposits #

FieldInstructions
PROCESSOR’S NAMECHEMICAL BANK
SETTLEMENT ACCT ROUTING NOEnter your Settlement Bank Acct Routing No
SETTLEMENT ACCT BANK NOEnter your Settlement Bank Acct No
CREDIT DESCRIPTIONPAYROLL
ORIGINATOR IDYour FED ID #, preceded by “1” or number given by CHEMICAL BANK
REGIONAL ACH PROCESSOR NAMECHEMICAL BANK or BLANK
REGIONAL ACH PROCESSOR ROUTING #Same as Settlement ACCT Routing no above
DRAFT EMPLOYER’S FUNDS INTO PRL PROC ACCTCheck this box
Other check boxesLeave unchecked

GULF MANAGEMENT – Tax Impounds #

FieldInstructions
PROCESSOR’S NAMEGULF MANAGEMENT SYSTEMS
SETTLEMENT ACCT ROUTING NOEnter your Settlement Routing No
SETTLEMENT ACCT BANK NOEnter your Settlement Routing No
CREDIT DESCRIPTIONPAYROLL
ORIGINATOR IDYour FED ID #, or number given by GULF
REGIONAL ACH PROCESSORYour 3-digit company code
DRAFT EMPLOYER’S FUNDS INTO PRL PROC ACCTCheck this box

CACHET BANQ – Tax Impounds #

FieldInstructions
PROCESSOR’S NAMEXYZ PAYROLL SERVICE
SETTLEMENT ACCT ROUTING NOCheck with Cachet
SETTLEMENT ACCT BANK NOCheck with Cachet
CREDIT DESCRIPTIONTAX PAY
ORIGINATOR IDCheck with Cachet
REGIONAL ACH PROCESSORSame as Originator ID
DRAFT EMPLOYER’S FUNDS INTO PRL PROC ACCTCheck this box
CREATE SINGLE COMPANY BATCHESCheck this box

CACHET BANQ – Direct Deposits #

FieldInstructions
PROCESSOR’S NAMEXYZ PAYROLL SERVICE
SETTLEMENT ACCT ROUTING NOCheck with Cachet
SETTLEMENT ACCT BANK NOCheck with Cachet
CREDIT DESCRIPTIONDIRECT PAY
ORIGINATOR IDCheck with Cachet
REGIONAL ACH PROCESSORSame as Originator ID
DRAFT EMPLOYER’S FUNDS INTO PRL PROC ACCTCheck this box
CREATE SINGLE COMPANY BATCHESDO NOT Check this box

CERIDIAN – Direct Deposits Setup #

In Pro-Pay Client Functions, Set-up, Direct deposits set-up screen:

FieldInstructions
PROCESSOR’S NAMECERIDIAN
SETTLEMENT ACCT BANK ROUTING NOLeave blank
SETTLEMENT ACCT NOLeave blank
CREDIT DESCRIPTIONPAYROLL
ORIGINATOR ID3 digit Payment Solutions ID #, given by CERIDIAN
Default Advance Draft Days0
Default Span Days0

Leave all 3 check boxes unchecked at the bottom of the screen.

Additional Setup:

In Pro-Pay, Payroll Functions, Employer Set-Up page-4, under Direct Deposits:

  • Days in Advance to draft Employer’s Account: Enter 0

CERIDIAN File Layout Instructions: #

  1. Follow standard NACHA format to create your direct deposit file.
  2. Company number (to identify company entities) must be in the “5” record, positions 29-34.
  3. Company number is alphanumeric, left-justified, space filled.
  4. Payment Solutions ID (3-digit code assigned by Ceridian) must be in the “5” record, positions 35-37.
  5. Payment Solutions ID is alphanumeric, left-justified, always 3 digits.
  6. “6” credit record positions 40-54 must contain the employee identification number.
  7. “6” debit record positions 40-52 must contain the company number followed by spaces. Positions 53-54 should contain “01”.
  8. Each batch within the file must be balanced.
  9. Direct deposit files need an extension of .ACH.

Troubleshooting #

If you encounter issues while setting up ACH processors:

  1. Double-check all entered information for accuracy.
  2. Ensure you’re using the latest version of Pro-Pay.
  3. Verify your internet connection if accessing online features.
  4. Contact your ACH processor for any processor-specific issues.

If problems persist, please contact our support team.

Additional Help #

For more assistance:

  • Use the help menu in our ProPay payroll software
  • Visit our website: https://www.Paysoft.com

Feedback #

We value your input! If you have suggestions to improve this documentation or encounter any issues, please contact our support team or use the feedback form on our website.