ach monitor fraud review and approval - m&t bank...ach monitor fraud review and approval user...

For informational purposes only, not considered an advertisement.

ACH Monitor Fraud Review and Approval

USER GUIDE

ACH Monitor Fraud Review and Approval USER GUIDE

Equal Housing Lender ©2019 M&T Bank. Member FDIC. 3/19 —1—

ACH MONITOR FRAUD REVIEW AND APPROVAL

Welcome to M&T Bank’s ACH Monitor Fraud Review and Approval. Using

the Fraud Review and Approval service, you have the ability to make pay

or return decisions on unauthorized ACH payments presented to your

accounts. You can also set up and delete companies that are pre-

authorized to debit your accounts without having to contact the bank.

In addition to Fraud Review and Approval, the overall ACH Monitor service

offers four features that provide ACH payment originators and receivers

even greater value added services. Other features include Control Total

Reporting, ACH File Monitoring Emails, Payment and File History, and a

Payment Schedule. If you are interested in any of the other features

available in ACH Monitor, please contact your Treasury Management

Consultant or M&T Bank’s Commercial Service Team at 1-800-724-2240

Monday through Friday between the hours of 8am and 6pm ET.

This comprehensive User Guide provides screen shots and instructions

on how to maximize the use of the ACH Monitor Fraud Review and

Approval service. A table of contents is provided on the next page to help

you navigate the content included in this manual.



TABLE OF CONTENTS

LOGGING ON VIA COMMERCIAL SERVICES ................................................................................. 3

ACH MONITOR CUSTOMER HOME PAGE ..................................................................................... 5

ACH MONITOR SYSTEM ADMINISTRATION .................................................................................. 7

SECONDARY APPROVAL ................................................................................................................ 16

ACH MONITOR HOME PAGE .......................................................................................................... 17

ACH MONITOR FRAUD REVIEW AND APPROVAL ..................................................................... 19

APPENDIX: EMAIL NOTIFICATIONS FOR FRAUD REVIEW AND APPROVAL ....................... 32

CONTACT US .................................................................................................................................... 50



LOGGING ON VIA COMMERCIAL SERVICES

From the M&T Bank Commercial Page https://www.mtb.com/commercial/Pages/Commercial.aspx please

select Log In at the top of the page under M&T. Under Log In, Select Commercial Services located under

Access Other Accounts & Services

Note: ACH Monitor is supported on Chrome, Firefox, Safari, and Internet Explorer 8.0 or higher.

2. Enter your User Name and Password and Click Log On



ACCESS TO M&T ACH MONITOR

Simply click on the link for ACH Monitor under Payments on the Commercial Services Single Sign-On

screen. When you log out of M&T ACH Monitor, you will return to the Commercial Services Single Sign-on

Landing Page.

OTHER FEATURES:

• You can access other M&T Treasury Management services on the top bar of the Commercial Single

Sign-On webpage

• Announcements and important notices regarding your M&T Bank accounts will appear in the center of

the Commercial Single Sign-On Landing Page

LOGGING OUT

Click Logout to properly log off of Commercial Single Sign-On.

Note: As a safety measure, Commercial Single Sign-On will automatically log a user off after 15 minutes of

inactivity.



ACH MONITOR CUSTOMER HOME PAGE

Depending on the access you are granted, you may click the System Administration menu to set up, view

and modify user access. You also have the option to go directly to the individual services from the left hand

navigation menu. If you need to change your password, contact the Commercial Service Team at 1-800-

724-2240.

John Smith Company

Your name and organization appear within the top banner, along with a Home page and Log Out button.

This navigation bar remains to the left of all screens. It can be used to move between the various services in which your organization is enrolled.



BANK MESSAGING FEATURE:

This page will alert your organization and users of important information

that may impact their use of the ACH Monitor system.

Important messages from M&T Bank will appear on the ACH Monitor Home Page. These messages and alerts will notify your organization and users of important information that may impact their use of the ACH Monitor system.



ACH MONITOR SYSTEM ADMINISTRATION

Below is the home page that appears for the ACH Monitor System Administration. The System

Administrator can grant, modify or delete access to individual users, or to groups of users. Important Note:

At least one group must be set up in order to create users and assign them access to ACH Monitor

services. However, multiple groups can be created depending on your organization’s needs.

ADD NEW GROUP

The screen below allows the ACH Monitor System Administrator to set up a new group. Again, you must

complete the Group Information section before users can be added and given access to the services.

Multiple groups can be added depending on the needs of your organization. Enter the appropriate

information into the three sections on this screen to finish setting up a group.

• Group Information

• Users

• Permissions

Test Sample Company Test Sample Company Test Sample Company Test Sample Company

Test Sample Company Sample Company Test Test Sample Company

Test Sample Company



All mandatory fields are denoted with an asterisk (*). Click Save when finished.



MODIFY CORPORATE GROUP

At this screen, you can enter or review information for a group and make any desired changes. After

selecting the appropriate group, click Modify to update this group’s access to specific modules within ACH

Monitor. Once finished, click Save to submit your changes. Each feature that you subscribe to in ACH

Monitor is listed on the Permissions screen.

Each feature that you subscribe to in ACH Monitor is listed on the Permissions screen.



On the following screen, select the service(s) to which you would like to grant this group access and

proceed accordingly. Press Save to confirm changes.

Sample

Sample

Sample

Sample



ADD CORPORATE USER

In order to add a new user to ACH Monitor, you must first add the user to the Commercial Single Sign-On

service. Please see page 3 for instructions on creating a new user in Commercial Single Sign-On.

Once you have added the new user to Commercial Single Sign-On, proceed to the System Administration

screen in ACH Monitor and select User Administration from the left navigation menu.

John Smith Company

Click Add at the top of the screen and complete all of the fields on the following screen with an asterisk (*)

in order to establish the new user on ACH Monitor.



USER ADMINISTRATION SECTION

John Smith Company



ASSIGN GROUPS SECTION

NOTIFICATIONS SECTION

Note: You must enter the User ID (IUUID) provided to you upon establishing this new user in Commercial

Single Sign-On. Click Save to proceed.



MODIFY CORPORATE USER

At this screen, you may review, add, change or delete any user information in the fields shown. After

selecting a user and clicking Modify, you may review, add, change or delete any of the user information in

the fields shown.

You also have the capability to add or remove the user from the groups within the Assign Groups section

shown below.

Smith

Smith

Smith

Smith

Smith

Smith

Smith



In addition, the System Administrator may assign email notifications to the user that alerts the individual to

specific events in ACH Monitor. Click Notifications to view all available email notifications for the user.

In order to assign email notifications sent to a selected user, click Add and review the list to select the

notifications you would like that individual to receive. For reference, a list of available email notifications and

a brief description is included in the appendix of this user manual.

Once finished, click Save to confirm your selections and return to the previous screen.



SECONDARY APPROVAL

M&T clients have the option to require all critical ACH Monitor Fraud Review and Approval decisions to

require secondary approval before those decisions are processed.

The Secondary Approval option allows your organization to require all authorization records, as well as Pay

or Return decisions to be reviewed and verified by a second individual before the action is processed by

the bank. If a decision is submitted and not approved by the decision deadline the payment will be

automatically returned by the Bank.

STEP 1: NOTIFY M&T BANK

In order to begin utilizing the secondary approval feature within ACH Monitor Fraud Review and Approval,

contact your dedicated Treasury Management Consultant or the Commercial Service Team at 1-800-724-

2240.

Once M&T Bank has enabled Secondary Approval functionality, all Groups and Users* will be held to

Secondary Approval restrictions. Therefore, any new or modified Authorization Record, as well as any Pay

or Return decision will require approval by a separate ACH Monitor user prior to being executed within the

system.

* Regardless of your organization’s ACH Monitor set up, all users and capabilities assigned to your System

Administrator group will not be held to Secondary Verification restrictions.

Important Note: The ACH Monitor system will permit your System Administrator to set up Secondary

Approval at the Group and User level. However, M&T Bank recommends against establishing these

different levels of Secondary Approval. Establishing different Secondary Approval permissions at the

Group or User level, may adversely impact a user’s ability to take actions within the system, due to

conflicting permissions. Instead, M&T recommends that you leave the Secondary Approval permissions

unchanged for your Users and Groups. Then, once M&T establishes Secondary Approval for your

organization, all new or modified Authorization Records, as well as all Pay or Return decisions could be

made by a second user assigned to your account(s).

STEP 2: ASSIGN EMAIL NOTIFICATIONS TO YOUR ORGANIZATION’S GROUPS

The ACH Monitor System Administrator may assign email notifications to your organization’s various



groups to ensure users receive notifications any time an item requires their attention.

• Emails will be sent to all users (except the user initiating the action) when a Pay or Return decision or

new authorization record requires secondary verification

• Once an initial decision is approved or denied, the user who made the initial decision will receive a

confirmation of the action taken

Refer to the appendix of this User Guide for samples of all Secondary Verification email notifications.

ACH MONITOR HOME PAGE

The screen that appears after you log into ACH Monitor is the home page, which lists the feature(s) that are

part of the package to which you subscribe. These may include the following:

• The Control Total feature allows you to enter Control Totals that correspond to ACH files your

organization has submitted. You also have the capability to view and modify Control Totals that were

submitted up to five calendar days prior, for which a matching ACH file was not received by M&T Bank

• Fraud Review and Approval allows you to review and make pay or return decisions on debits presented

for payment against your account(s). You may also set up and maintain company Authorization

Records that automatically pay debits presented from companies that you have preauthorized

• Payment and File History provides real-time information on ACH payments that you have originated or

received. Information is available at the file level, batch level and transaction level

• Information at the file level is available for 15 calendar days. Payment level info is available for 60 days

within the Originated & Received Payments module

• The Payment Schedule allows you to set up a schedule of expected ACH payment activity. If an ACH

payment is not submitted as scheduled, you will receive an email notification



Select the service you would like to access by clicking on the left hand navigation menu.

John Smith (Company)

If you are interested in any of the additional features available in ACH Monitor, please contact your

dedicated Treasury Management Consultant or M&T Bank’s Commercial Service Team at 1-800-724-2240.

Important alerts and messages will be posted here



ACH MONITOR FRAUD REVIEW AND APPROVAL

Fraud Review and Approval is a service that enables you to set up and maintain Authorization Records, as

well as make pay or return decisions on debits presented against your accounts.

The following features are available within ACH Monitor Fraud Review and Approval:

• Select Authorizations to review the existing companies that are already authorized to debit your

account(s)

• Select Pay or Return Decisions to enter a Pay or Return decision on a debit that was presented to your

account, for which a matching authorization record did not exist

• Allows the user to easily export the organization’s Audit Activity report which will show the actions

taken by which users.

SECONDARY APPROVAL

• If your organization has been set up with the optional secondary approvals feature set up, click

Secondary Approval - Authorizations to review and make the final decision on another user’s action

• If you have the optional secondary approval feature set up, select Secondary Approval - Decisions to

review and make the final decision on another user’s action to Pay or Return a presented debit



ADD AUTHORIZATION RECORD

This screen allows you to complete the information required to add an authorization record. An

authorization record is the record within ACH Monitor granting another company or other entity permission

to debit your account. You can set up authorization records for any entity that should be allowed to

process payments against your account.

Any entity for which an authorization record does not exist will have any submitted debits presented

against your account rejected by ACH Monitor Fraud Review and Approval.

You will be notified of all rejected payments and will then be able to log into ACH Monitor to make Pay or

Return decisions on those rejected debits.

To begin, click Add. Select the appropriate Account Number for which the new authorization will apply.

Sample

Sample

Sample

Sample

Sample

Sample

Sample

Sample

Sample

Sample

Sample

Sample

Sample

Sample

Sample

Sample



After selecting the appropriate account number, the screen below will show additional fields to complete.

If any of the required fields are left blank, ACH Monitor will prompt you to complete the information before

it is submitted.

In some cases, you may have a need to limit the total number of payments an authorized party is permitted

to debit your account. This is accomplished by completing the Number of Transactions

Authorized field which limits how many transactions should be accepted with the authorization, found



underneath the Transaction Type Code toward the middle of the page.

• For example, a company may structure a payment plan with a vendor to allow the vendor to debit its

account for only six installment payments. After the sixth payment, they should not be permitted to

debit the account any longer

Once the total number of payments entered into that field has been presented against the account, ACH

Monitor will automatically begin rejecting any payments from that entity. At that point, users will need to log

into ACH Monitor and make Pay or Return decisions on those rejected debits.

Note: If you do not have a need to limit the total number of payments, simply leave that field blank. It is not

required to complete the setup of the authorization record.



In the event that you receive a new authorized debit from an unknown company, you can add a new

authorization for that company attempting to debit your account simply by selecting Add Authorization

Record:

REVIEW AUTHORIZATIONS

In the screen below, after clicking Authorizations, a user can view the organization’s Payment

Authorization Records.



Note: To customize the grid view of existing Authorization Records, the user can click any of the column

labels shown on the top of the page to add or remove specific columns from the current view.

Once you have selected an Authorization Record from the prior screen, if any of the information shown is

incorrect or needs to be changed, select the record and then Modify to edit the existing record. To delete

the selected Authorization Record, select the record and press Delete.

Sample Company

Sample Company

Sample Company

Sample Company

Sample Company

Sample Company

Sample Company

Sample Company

Sample Company

Sample Company

Sample Company

Sample

Sample

Sample

Sample

Sample

Sample

Sample

Sample

Sample

Sample

Sample



Sample Sample

Sample

Sample

Sample

Sample

Sample

Sample

Sample

Sample

Sample



PAY OR RETURN DECISIONS PAGE

The screen below provides a list of the debit payments presented to the account(s) you selected.

• For debits presented to your account, selecting Pay Selected means you are approving the payment

to be debited from your account. Selecting Return Selected means you are returning the debit to the

originator

• If you select Reset Status, this payment will sit in pending status until a decision is made to Pay or

Return or the Bank default action to Return the payment is taken on your behalf after the decision

deadline.

Sample Sample

Sample

Sample

Sample Sample

Sample

Sample

Status of received debit



If the user decides to pay the selected item, the following confirmation message will appear on the screen

below. In addition, if that user wishes to add that company to its database of authorized records, they

should select Add Authorization Record. If the payment is intended to be one-time only, the user should

select Pay This Time Only.

123456789



SECONDARY APPROVAL VERIFICATION ON AUTHORIZATION RECORDS (OPTIONAL FEATURE)

Secondary Approval Verification is an optional feature that can be set up to provide your organization an

additional layer of security over its Authorization Records. The Secondary Approval Verification feature

requires an authorized approver to review, and accept or reject the decision made by other users to add or

edit an authorization record.

The Secondary Approval Authorizations Verification screen allows you to review the authorizations that

have been added by another company user.

This screen lists the authorization records submitted for approval to be added to your organization’s active

Authorization Record database. Review the company information presented. Click the appropriate button

depending on your decision to Approve or Decline the request to add the authorization record.

You will receive an email notification confirming your decision to approve or deny the authorization record

selected.

Sample Sample



If you deny the request to add the authorization record selected, this comments screen appears. Here, you

may send a comment to the user who submitted the request for approval. Type your comment in the blank

box, and then click Deny.

NOTE: Your deny decision is not final until you click Deny.

Sample Sample



SECONDARY APPROVAL DECISIONS ON REJECTED DEBIT PAYMENTS (OPTIONAL FEATURE)

Secondary Approval Decisions is an optional feature you can choose to enable for an added layer of

security.

Secondary approval allows an authorized approver to review and accept or reject the decisions made by

other users to Pay or Return debits presented against your account(s).

This screen will display all payments or decisions awaiting secondary approval. You will receive an email

notification confirming your decision to approve or deny the payments selected.

NOTE: Any payment for which an initial decision has been made, but no Secondary Approval decision has

been entered will be automatically returned. In order to avoid your items from being returned by default,

please ensure all initial decisions and Secondary Approvals are entered and completed before the 4PM ET

decision deadline.

Sample

Sample

Sample

Sample



This is the screen that lists all debits for which decisions were made by a previous user. Review the

payment information presented and click the appropriate button depending on your decision to approve or

deny the payment decision made by the initial user. You will receive an email notification confirming your

decision to approve or deny the payment selected.

If you deny the request to pay the debit payment selected, this confirmation screen appears. Here, you may

review the decision to be made and then click OK.

Note: Your deny decision is not final until you click OK.

Sample

Sample

Sample

Sample

Sample

Sample

Sample

Sample



APPENDIX: EMAIL NOTIFICATIONS FOR FRAUD REVIEW

AND APPROVAL

A major feature of the ACH Monitor service is the wide array of email notifications that are sent to users

enrolled for various services. Emails are triggered by different events and are sent automatically from the

service. The Fraud Review and Approval feature of ACH Monitor comes standard with the applicable email

notifications included. This allows you to stay informed of relevant payment activities without having to be

actively logged in to ACH Monitor.

All emails are sent to the user(s) assigned to receive them. Not only can the user who initiated the action

receive an email notification, but the ACH Monitor System Administrator and any other users can also be

set up to receive the same notification.

Email notifications are encrypted using secure email encryption software. The first time you receive a

secure email from M&T you will need to register as a new recipient. You only need to register once to be

able to continuously view secure email messages from M&T.

Listed on the following pages are the emails offered with the Fraud Review and Approval service. You may

choose to receive all emails for each service, or select specific emails based on your preferences. If you

wish to make any changes to your ACH Monitor service, including electing to receive or suppress email

notifications, please contact your dedicated Treasury Management Consultant.



FRAUD REVIEW AND APPROVAL EMAIL

NOTIFICATIONS

ACH MONITOR FRAUD REVIEW - AUTHORIZED PAYMENT ACCEPTED (E100)

The debit or credit payment presented to the account listed in the email was approved to be paid. See

sample below:



ACH MONITOR FRAUD REVIEW - UNAUTHORIZED ACH PAYMENT SUSPENDED (E101)

This email provides notification that a payment presented to the account listed in the email was rejected

because it did not match an authorization record. An authorized user must log into ACH Monitor to review

the payment and decide whether to Pay it or Return it to the originator. If the decision to Pay the item is not

made by 4PM ET the next business day, the payment will default to being returned to the originator. See

sample below:



ACH Monitor Fraud Review - Unauthorized ACH Payment Suspended (E102)

The debit or credit payment presented to the account listed in the email was rejected because the

authorization on file matching this transaction was not pre-approved. An authorized user must log into ACH

Monitor to review the payment and decide whether to Pay it or Return it to the originator. If the decision to

pay the item is not made by 4PM ET of the next business day, the payment will default to being returned to

the originator. See sample below:



ACH MONITOR FRAUD REVIEW - PAYMENT APPROVED (E201)

The debit or credit payment that previously rejected was Paid against the account listed in the email. See

sample below:



ACH Monitor Fraud Review - Payment Returned (E202)

The debit or credit payment that previously rejected was Returned to the originator of the payment. See

sample below:

Smith (Co



ACH Monitor Fraud Review - Pending Payment Approved (E203)

The debit or credit payment that was pending a Pay or Return decision was approved to be paid. It will post

to the account listed in the email. See sample below:



ACH Monitor Fraud Review - Payment Returned (E204)

No Pay or Return decision was entered for the indicated payment. Therefore, the debit or credit payment

was returned to the originator. See sample below:



ACH MONITOR FRAUD REVIEW - PAY OR RETURN DECISION ACCEPTED (E301)

The pending decision to pay or return the payment listed in the email was approved. See sample below:



ACH MONITOR FRAUD REVIEW - UNABLE TO PROCESS DECISION (E302)

The pending decision to pay or return the payment listed in the email was declined. See sample below:



OPTIONAL SECONDARY VERIFICATION EMAIL

NOTIFICATIONS

Applicable only for customers with secondary verification set up

ACH MONITOR FRAUD REVIEW - PAYMENT SECONDARY APPROVAL REQUEST (E111)

This email notifies any user authorized to be a secondary approver that an initial Pay or Return decision was

made by another user. This decision is now awaiting secondary verification. Details are included in the

email. See sample below:



ACH MONITOR FRAUD REVIEW - SECONDARY APPROVAL DECISION ACCEPTED (E112)

This email notifies the user who submitted the request to Pay or Return a payment that the request was

approved. Details are included in the email. See sample below:



ACH MONITOR FRAUD REVIEW - SECONDARY APPROVAL DECISION DECLINED (E113)

This email notifies the user who submitted the request to Pay or Return a payment that the request was

declined. Details are included in the email. See sample below:



ACH MONITOR FRAUD REVIEW - SECONDARY APPROVAL REQUEST EXPIRED (E114)

This email notifies users that are authorized to be secondary approvers that a request that was pending

secondary verification has expired. This means that the payment has been returned to the originator by

default. See sample below:



ACH MONITOR FRAUD REVIEW - AUTHORIZATION RECORD APPROVAL REQUEST (E121)

This email notifies the user authorized to be a secondary approver that a decision was made by another

user to add an authorization record. This decision is now awaiting secondary verification before becoming

active on ACH Monitor. Details are included in the email. See sample below:



ACH MONITOR FRAUD REVIEW - AUTHORIZATION RECORD REQUEST APPROVED (E122)

This email notifies the user who submitted the request to add an authorization record that the request was

approved. Details are included in the email. See sample below:



ACH MONITOR FRAUD REVIEW - SECONDARY APPROVAL REQUEST DECLINED (E123)

This email notifies the user who submitted the request to add an authorization record that the request was

declined. Details are included in the email. See sample below:



ACH MONITOR - FRAUD REVIEW - AUTHORIZATION APPROVAL REQUEST EXPIRED (E124)

This email notifies the user authorized to be a secondary approver that a request awaiting secondary

verification has expired. See sample below:



CONTACT US

WE ARE HERE TO ASSIST YOU.

For ACH Monitor and other Treasury Management services, please contact your Treasury Management

Consultant or call M&T’s Commercial Service Team at:

1 (800) 724-2240 MONDAY – FRIDAY 8AM TO 6PM ET

ach monitor fraud review and approval - m&t bank...ach monitor fraud review and approval user...

Documents