Getting Started
At NBT Bank, we’re focused on what matters, which makes it easier and faster to bank anywhere,
anytime, and on any device. To get you setup on our new digital experience as quickly as possible,
we’ve created this Conversion Guide to help answer your most critical questions and to help you
swiftly navigate through the transition to an even better business banking experience.
First Time Login Experience
After the conversion is complete, to login for the first time:
Visit
www.nbtbank.com and click Login at upper right.
Enter your existing User ID and Password.
Note: If you previously had one or more “0s” at the
beginning of your User ID, please do not enter those.
Verify your
Business User Last Name, Business User
Phone Number, Business User Zip Code and
Business User Email Address.
Create a new password.
Digital Banking Conversion Guide
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Business Administrator: First Steps
If you are are Business Administrator (formerly known as a Supervisor), we recommend taking the following steps
after you first login to the new platform:
Review the list of accounts you have access to on the main Accounts Summary landing page to ensure
all expected accounts are available. Remember that as an Administrator, you will automatically inherit all
account access available to the Business.
Navigate to
Profile > Users to review the other users that have access to your Business account.
You may review the entitlements of each user by clicking on the following icon:
If you previously had a scheduled or future-dated transfer, navigate to Transfers > Transfer Activity to
ensure any transfers you expect to occur in the future are listed in the
Scheduled Transfers section.
If you are a Business that makes use of ACH, navigate to ACH > ACH Participants to review the list of
ACH participants that have been migrated over for you.
• Note: ACH participants of all ACH types (Payroll, Payments, Collections, Receipts) will be listed on this page. Future-dated and recurring ACH transactions, as well as payee usual amounts will not automatically convert to
the new platform.
• Review the Group column of your Participants. This column has been populated with the following information: »SEC Code (PPD / CCD)
»ACH Type
–Col = Collections (Debit)
–Ach = Payments (Credit) or Receipts (Debit) –Pay = Payroll (Credit)
»Category
• Your next step would be to create ACH Templates, which are a flexible new feature that can be used to
easily initiate or schedule ACH Batches. You will be able to use the Group search box to search and filter your
Participants on any of the fields above. »Navigate to ACH > ACH Templates »Click Add Template
»Select a Name for your Template (Ex. “Payroll Template”)
»Select the appropriate SEC Code for the Template (PPD/CCD/Tax) »Select the originating ACH Company (formerly Subsidiary)
–Reminder: As with the current platform, the Tax ID for the ACH Company you select here must be
setup as an ACH Originator. »Select the Offset Account
–Reminder: The Offset Account you select must correspond to the ACH Company selected above. »Check the Offset Individually checkbox if you want an entry for each participant in the NACHA file or
leave this unchecked if you want a single entry for the total of the participants. »Select Add Participants to add the appropriate participants to your Template.
»Your final step will be to enter the usual amounts for the participants in the template. You can save the template without these, but in order to initiate a batch, at least one participant in the template will need an amount populated.
»Once your template is saved, any user with access to initiate (formerly “draft”) will be able to initiate that template. If those users only had permission to draft (and not “full”) previously, then a second user with the “approve” permission will need to approve the batch before it is initiated.
Business Administrator: First Steps
(continued)
If you are a Business that makes use of Wires, navigate to Wires > Payees to review the list of Wire
payees that have been migrated over for you.
• Note: Both domestic and international wire payees will be listed on this page. Future-dated and recurring wires, as well as payee usual amounts, will not automatically convert to the new platform.
• Review the columns of your Wire Payees to validate that they are as expected. If you would like to make any changes to the existing payees, select the pencil icon next to the desired payee.
»The full addresses for international wire payees will be migrated to one line (Address Line 1 and/or Address Line 2).
»You will need to update their addresses by breaking out the information in Address Line 1 and 2 into their respective fields.
–For example: The “City” line will need to be filled with the name of the payee’s city.
»Your next step will be to create a Wire. Wires can be created as a Single Wire, a Multiple Wire and as a
One-Time Wire. Single Wires have an enhanced functionality to be set on a recurring schedule. –Navigate to Wires > Single
–Select a Payee
–Select a Funding Account
–Input the Amount and select the currency type
The following sections provide additional detail and reference material to assist you in understanding
what to expect as you transition from the current platform to the new platform.
Conversion Timeline & Impacts
• The conversion will take place throughout the weekend of September 12-13, 2020. • Bill Pay and Zelle® will be unavailable beginning Thursday, September 10, at 5:00 p.m.
» While you won’t be able to schedule any new payments during this time, any that were previously scheduled to occur during this timeframe will be processed.
» You will still have access to view accounts and balances and perform internal and external transfers at this time.
• Scheduled or Recurring ACH Transactions – ACH transactions submitted by 4:00 p.m. on Friday,
September 11 with a SEND date of 9/11, effective for 9/14 or 9/15 will process. Any ACH with a SEND date after
9/11 will need to be scheduled in the new platform.
• Scheduled Wire Transactions – Wires submitted by 3:00 p.m. on Friday, September 11 with an EFFECTIVE date
of 9/11 will process. Any wires with effective dates beyond 9/11 will need to be scheduled in the new platform. • Mobile banking will be unavailable beginning Saturday, September 12 at 1:00 a.m.
Please update your NBT Bank mobile app Sunday evening to access the updated platform.
• Online banking will be disabled beginning Saturday, September 12 at 11:00 a.m. with View Only access
available.
• The new system and all digital services are expected to be available beginning early evening on Sunday, September 13. Please use our self-help options found at www.nbtbank.com/customersupport to learn more. Our branch team, in addition to our Business Support and Cash Management teams, will be available during normal business hours to assist you with any questions you may have.
NBT Accounts
• All existing NBT Bank accounts you have access to in Online & Mobile Banking will carry over with the same permissions (View, Transfer from, Transfer To, ACH From, ACH To, Wire).
» Note: It is possible your Administrators will see more accounts than are currently available to the Business. If there are any accounts you would like removed, please contact us.
»Business Users will continue to have access to the same accounts they have access to currently.
Account History
• Transaction history has been significantly increased. For each of your accounts, you will now have access to: »Up to 18 months of transaction history.
»Up to 7 years of check images for each account.
»Up to 7 years of deposit slips and deposited items images.
Administrator
• All Supervisors will be converted to Administrators. A key difference between Supervisors and Administrators
is that Administrators automatically inherit ALL Business Level entitlements and limits. • Unlike Supervisors, entitlements for Administrators cannot be restricted.
• We recommend that your business determines who should have Administrator access, by reevaluating those that are currently Supervisors and making any necessary adjustments prior to the rollout of the new platform.
» Note: If necessary, any Administrator can also update the user type of any other Administrator or User after the migration to the new experience as well.
Important Things to Know
(continued)
Dual Control
Dual Control, previously “Draft, Authorize, and Full” entitlements, will be implemented in a slightly different
manner in the new platform. • In the current platform:
» The Draft entitlement enables a user to initiate a Transfer, ACH, or Wire.
» The Authorize entitlement enables a user to approve a Transfer, ACH, or Wire initiated by another user. » The Full entitlement enables a user to initiate AND approve their own Transfer, ACH, or Wire.
• In the new platform:
» The Initiate entitlement enables a user to initiate a Transfer, ACH, or Wire.
» The Approve & Reject entitlement enables a user to approve a Transfer, ACH, or Wire initiated by another user.
» The Number of Approvals Required entitlement designates how many other users must approve a Transfer, ACH, or Wire. This can be defined at the Business Entity level AND the Business User Level.
• User level limits will follow the same methodology as business level limits – maximum transaction limits for debits/credits and summed limits for daily/weekly/monthly limits.
ACH Impacts
• Important! Any future-dated ACH transactions and recurring ACH transactions (Payroll, Collections, Receipts,
Payments, Tax Payments) will not be converted. You will need to re-establish any ACH transactions scheduled
to occur after the conversion date once the new platform is available to you.
• All existing ACH Payees and Payors will be migrated to the new platform as ACH Participants. » Each participant has a Group field and this field will be populated with the following
information:
–[payee type] [ach type] [category] –Ex., CCD PAY CUSTOM_CATEGORY
» You will be able to filter the list of payees using this Group field when creating new ACH Templates • ACH as you are used to will be changing significantly in the new platform – for the better!
» Currently, you have the concept of ACH Payments, Receipts, Collections, Payroll and Tax Payments. Each of these have their own set of participants.
» The new platform eliminates these different types of ACH and replaces them with simply “ACH”, along with the different SEC codes.
ACH – One-Time Payment
• The One-Time Payments feature is designed for non-recurring ACH transactions and allows you to quickly initiate an ACH Batch without having a previously defined Template.
• Navigate to ACH > One-Time Payment
» Transaction Type – Transaction Types include: –PPD (Prearranged Payment and Deposit):
–PPD Debit – Payments received from personal (consumer) accounts. –PPD Credit – Payments made to personal (consumer) accounts. –CCD (Cash Concentration or Disbursement):
–CCD Debit – Payments received from other corporate (business) accounts. –CCD Credit – Payments made to other corporate (business) accounts. » Schedule – Schedule options include:
–Immediate – Transaction will send on the next business day, if made prior to 4:00 p.m. ET
Monday – Friday.
–Same-Day – Will be effective the same day if the transaction is made on a business day before
12:00 p.m. ET.
–Future-Dated – Schedule any available effective date » Effective Date – The day the transaction takes effect
» Company Entry Description – This is defaulted to “ACH XFER”, which stands for “ACH Transfer.”
No change or edits are required in this field.
» Company – Select the company and Tax ID from which the ACH transaction should originate. –Reminder: Be sure the selected Company and Tax ID have previously been established as an
ACH Originator.
» Offset Account – Select the account that will be sending the funds.
–Reminder: Be sure the account corresponds to the selected Company and Tax ID selected above. • Select Add Participants, which will extend the page to include your list of Participants.
• In the Participant List section, select the participant(s) that you would like to add, by selecting the checkbox
next to their nickname. There is a Group filter that allows you to filter your Participant list by the Participant
Group field.
• After you have checked the box(es) next to your desired participant(s), select Add Selected Participants
(this removes the Participant List section and returns you to your original view).
• Your selected ACH Participant will now display under Batch Entries (towards the bottom of the page).
Input your desired amount and Initiate the transaction.
ACH - Templates
• ACH Templates is a flexible new feature that enables you to setup one or many templates once and then easily and quickly initiate those templates into batches or set them up to automatically recur on a defined schedule. • Navigate to ACH > Templates > Add Template
» Template Name – Your desired template name. For example, if the
template is for payroll, it can be named “Payroll”.
Transaction Type – Transaction Types include:
–(PPD and CCD Debit/Credit – Same as ACH One-Time Payment section)
–Tax Payments
» Company Discretionary Data – A general description field for the
transaction.
Note: This is an optional field
» Company Entry Description – (Same as the ACH – One-Time Payment
section)
» Company – (Same as the ACH – One-Time Payment section) » Offset Account – (Same as the ACH – One-Time Payment section)
» Offset Individually – By default, the checkbox is not selected. When not selected, the total sum of the
transactions from this template will display on one line on your statement. When the checkbox is selected, each individual transaction from this template, will display on a different line in your statement.
Note: This field only populates once you have selected an Offset Account.
• The bottom half of the page contains the Batch Entries section like the One-Time Payment, but includes a few
additional options
» Initiate Prenotes – A zero-dollar transaction to verify that an account or routing number exists
and is active.
» Add Participants – This is the same process as with the One-Time Payment. Once selected, the only
difference is that your list of participants section is titled Participants (not Participant List) and is located
at the bottom of the page (not the top).
» Save – Selecting Save, creates and adds the template to your list of ACH Templates. In order to save,
you need to have at least created a Template Name and selected your Company.
» Save and Close – Selecting this option, creates and adds the template to your list of ACH Templates and
returns you to the ACH Templates page. This option allows you to save and close your template to con-tinue working on it sometime in the future. Again, in order to save, you need to have at least created a
Template Name and selected your Company.
» Import CSV File – This option enables you to import a .csv file containing a list of ACH Participants and
other optional details such as Amount and Addenda information that can be quickly imported in bulk to a
new ACH Template.
–Note: The format of this .csv file will be different than the format in the current platform and may require adjustments to any predefined exports from third party systems you have established today. The following screenshot provides details on the new import file requirements.
–Clicking on the question mark at the top of the screen will provide you with a list of details on how to properly format the import file.
• To initiate, select the checkbox next to the desired participant(s) and select Initiate.
» If this is performed before 12:00 p.m. ET on a business day, then the Initiate Same Day option will be
available to eligible businesses only.
• To Schedule a batch on a recurring basis, select Schedule This Batch within the Effective Date column
» Start Date – The date you would like to begin scheduling the transaction. » Frequency – Options include, but are not limited to:
–Weekly –Biweekly –Semimonthly –Monthly
• To manually stop a scheduled batch, navigate to ACH > Activity and scroll to the Scheduled Batches section:
» To stop a scheduled batch, select the icon:
ACH Limits
Due to the transition from ACH Payments, Payroll, Collections, Receipts and Tax Payments to more simply “ACH,” we have converted any established Business and User Level Limits according to the following calculations:
Note: Reminder, any ACH limits established for Supervisors will be overridden with the Business Level Limits. • New ACH Debit Limits (Receipts and Collections) are equal to:
» The sum of your current Daily and Monthly ACH Debit limits.
–Example: If you have a $100 daily limit for ACH Receipts and a $100 daily limit for ACH Collections,
your new daily ACH debit limit will be $200.
• New ACH Credit Limits (Payments, Payroll, Tax Payments) are equal to: » The sum of your current Daily, Weekly, Monthly ACH Credit limits.
–Example: If you have a $1,000 monthly limit for ACH Payroll and a $1,000 monthly limit for
ACH Payments, your new monthly ACH credit limit will be $2,000. • New ACH Transaction Limits are equal to:
» The maximum limit for ACH Debit transactions (Receipts, Collections) and for ACH Credit transactions
(Payroll, Payments, Tax Payments)
–Example: If you have a $200 ACH Payroll transaction limit and a $500 ACH Payments transaction limit,
your new ACH credit transaction limit will be $500.
• Reminder: The Business Administrator will inherit their limits from the business level.
» This means, the administrator will be able to send ACH transactions up to the defined business level limits
without requiring an approval, even if currently they are unable to do this.
» This is because current Supervisors would be able to grant themselves this permission anyway, so this eliminates the need for additional steps.
• Payroll Split
» Currently for Payroll payees, you have the ability to define multiple accounts to which payments can be sent for a given payee (ex., split between a payee’s Checking and Savings account)
» These will be converted as “Distributions” in the new platform and can now be applied to any Credit ACH Transactions.
ACH Participants
• ACH Participants are shared among all types of ACH transactions (Payments, Payroll, Receipts, and Collections.)
» ACH Participants will carry over with their existing Category and Nicknames, if they were assigned. » After migration, we recommend reviewing these are set up as expected in the ACH Participants module
located under ACH > Participants
–You will have the ability to manually edit any converted Participants as needed.
• To add new ACH Participants:
» Navigate to ACH > Participants > Add Participant.
Wires
• Any existing Wire Payees will be migrated to the new environment. • Payees for both Domestic Wires and International Wires will be
combined as “Wire Payees”.
• After the migration is complete, we recommend reviewing these are set up as expected in the Wires / Payees module located under Wires > Payees.
» You will have the ability to manually edit any converted payees as needed.
• To add a new payee:
» Navigate to Wires > Payees > Add Payee
Note:Add Payee is located at the bottom of all your payees.
If you have many existing payees, you will need to scroll to the bottom of the page to see the button.
• There are three different wire options available: » Single Wire
» Multiple Wires » One-Time Wire
Wires – Single Wire
• The Single Wire option is designed for sending out one wire to one of your existing payees. • Navigate to Wires > Single
» Payee – Select one of your wire payees.
» Funding Account – Select the account that the wire will
be generated from.
» Amount – Input your desired transaction amount. –Currency – Select your Currency which will include
all currencies available in the existing platform. » Scheduling Option – Future-Dated (One-Time)
or Recurring.
–A future-dated one-time wire will transact the wire once at the selected date.
–New! You now have the ability to setup a recurring wire that can be scheduled to recur on a regular basis as defined by you.
» Memo – Optional transaction memo.
• Once you have completed the form, select Submit to send the wire.
Wires – Multiple Wires
• The Multiple Wires option is designed for sending out multiple wires at a time to at least two of your existing wire payees.
• Navigate to Wires > Multiple
• Select at least two Wire Payees that you would like to send wires to. Then: » Select the funding accounts.
» Input the amounts.
» Select the currency (if the payee is international) » Choose the desired wire dates.
» Input optional memo notes.
• Once complete, select Submit to send the wire.
Wires – One-Time Wires
One-Time Wire:
• The One-Time Wire is designed for sending out a wire to “a new recipient (not amongst your list of wire payees). This option is best used for one-off wire transactions, to recipients that you do not transact with regularly.
» Note: Information entered in the One-Time Wire page will not be saved as a wire payee.
• Navigate to Wires > One-Time Wire
• The presented form to complete is similar to that of adding a wire payee. However, the information for this recipient will not be saved for future use.
• If you plan on sending a wire to a recipient more than just one time, then it is recommended to add them as a wire payee first so that their information can be retained for future use.
• Once the payee has been created, you will then be able to perform both Single Wires and Multiple Wires to that payee.
• Once complete, select Submit to send the wire. • There is no change to the existing domestic and
international wire transaction fees.
• Wire cutoff time – The cutoff time for a wire to be sent on the day it is initiated is 3 p.m. ET Monday – Friday
Online Banking Fees
• All Online Banking fees will continue to be assessed at their current schedule.
• Note: All Online Banking fees that are currently charged on the last business day of the month, will now be charged on the 28th day of each month.
• All features are regulated by OLB Terms & Conditions and your existing fee agreement with the bank. If want to make any changes, please contact your Cash Management representative.
Future-Dated and Recurring Transfers
• All internal future-dated and recurring transfers scheduled prior to conversion weekend will carry over to the
new platform.
• We recommend reviewing these are setup as expected in the Scheduled Transfers module located under Transfers > Create/Edit Transfers
Bill Pay
• All existing payees and history will carry over to the enhanced Online Banking platform.
• All scheduled payments will carry over to the new Online Banking platform and will continue to process
Zelle®
• If you have previously used Zelle, your existing account will carry over to the enhanced Online Banking platform. • All existing contacts and transaction history will be available.
• Any future-dated or scheduled transactions will carry over and process without any intervention on your part.
Alerts
• We have significantly enhanced the Alerts functionality and are introducing more than 20 real-time account alerts you can use to easily manage your accounts.
• In order to take advantage of the new Alerting capabilities, you will need to re-establish any prior alerts using the following steps:
» The Alerts module is located under Profile > Alerts > Account Alerts
» To set up Balance Alerts, navigate to: Profile > Alerts > Account Alerts > Manage Alerts > Add Alerts > Account Balance Above/Below Threshold
–Balance alerts will no longer be sent on a regular schedule (i.e. every day at 11 a.m. EST) when your balance is above or below the threshold you define.
–Instead, balance alerts will operate on a real-time transactional basis. This means that alerts will be delivered immediately for any transaction that leaves your available balance above or below the threshold you define.
• To set up Transaction alerts, navigate to: Profile > Alerts > Account Alerts > Manage Alerts > Add Alerts > Transaction over/equal to threshold amount
» Note: This will deliver an alert when a transaction exceeding the threshold you define is initiated in Online or Mobile Banking, which was possible previously.
» We have added NEW functionality that can notify you when any debit or credit posts directly to your account.
Mobile Banking
• An update to the existing NBT Bank iOS (Apple) and Android app will be available in the Apple App Store and Google Play Store.
• After the conversion is completed, you will need to update the app on your device in order to sign in. • You may complete the First Time Sign-On process described above in the Mobile App.
• The username and password for the mobile app will be the same as online. • Every key feature that is available online is also available on the mobile app.
CardValet
• CardValet will be fully integrated into the enhanced Online Banking platform. A key benefit of this feature is that you will no longer need a separate app or login to turn your Business Debit Card on or off or manage debit card controls or alerts.
• You will need to re-establish any card limits and alerts by following the steps below: » Locate CardValet in the main navigation
–To set card limits and block transactions (including international transactions), navigate to:
CardValet > Set Card Limits
–To set card alerts, navigate to: CardValet > Set Alerts
• To report a card as lost or stolen, navigate to: CardValet > Report Lost or Stolen Card
Export History
• Currently up to 6 months of transaction history can be downloaded to a .csv file for any account you have access to. The file contains the following columns:
» Date » Amount » Serial
• In the new platform we will be increasing the amount of history available to you from 6 months to 18 months! You will be able to download any amount of this to a .csv file for each account, but the columnswill be chang-ing. As a result, if you are using this file as an input to any third-party software, you may need to update your import logic. The columns will be:
» Date » Description » Comments
Quicken/QuickBooks/Mint Updates
• If you are an existing Quicken user that makes use of Express Web Connect, please anticipate that connectivity will take up to a full calendar week before being fully restored.
• In the meantime, transaction history can be exported to .csv or QuickBooks Online Accountant (QBO) for manual input to these or other applications.
» From the Account Activity page, select the account you wish to download history for, select the date range, and click the Quicken/QuickBooks or Spreadsheet download link.
• For both Quicken and QuickBooks, WebConnect will continue to be available as a service at no cost to you. • Review access details and instructions during and after system upgrade:
» Quicken Web Connect Users » Quicken Express Web Connect Users » Mint Users
Important Things to Know
(continued)
» Description » Trancode
Frequently Asked Questions
The following collection of frequently asked questions submitted by users of our ACH and Wire modules will help
you navigate the migration to our new digital platform.
Is Positive Pay changing?
This module is not changing. We have placed it at the top of the main screen for easy access. Additionally, we are excited to now offer access to this module via our mobile app to make managing exceptions easy when you are out of the office.
Can Returned Deposited Items be viewed?
This is not a feature of the new platform at present, however, it is an enhancement we will offer in the future.
What must be done to ensure uninterrupted access?
Prior to conversion, make sure your contact information is up to date by navigating to “Other Services” in the current platform. When you first login to the new platform, you will have to verify 4 basic points of information:
• Business User Last Name • Business User Phone Number • Business User Zip Code • Business User Email Address
Upon successful validation, you will then be prompted to established new challenge questions and create a new password.
Will previously scheduled transactions be moved over?
Scheduled or recurring ACH transactions submitted by 4:00 p.m. on Friday, September 11th with a SEND date of 9/11, effective for 9/14 or 9/15 will process. Any ACH with a SEND date after 9/11 will need to be setup in the new platform.
Scheduled Wire transactions submitted by 3:00 p.m. on Friday, September 11th with an EFFECTIVE date of 9/11 will process. Any wires with effective dates beyond 9/11 will need to be setup in the new platform.
All internal account transfers scheduled prior to 11:00 a.m. on September 11, 2020 will be moved over to the new platform.
Will my current ACH payee information be migrated over?
All current ACH payee information will be migrated over with the exception of usual or stored dollar amounts and Addenda information. Additionally, if you had any scheduled or recurring ACH transactions or templates with usual or stored dollar amounts, Excel files have been delivered to the Document Delivery tab within the Business Apps menu of the current platform and we encourage you to download and save those files. Please refer to the Business Conversion Guide for detailed information related to ACH processing in the new platform.
What should be entered in the ACH Addenda field?
Frequently Asked Questions
(continued)
Will ACH history prior to the conversion be retained?
ACH and Wire transaction history (found in the current platform under “Transaction Activity”) will not be migrated over (specific details on the transaction initiated in the current platform like the user that drafted the transaction, send date, etc). However, in the new platform, you will now have access to a robust 18 months of history and you will have access to the ACH and Wire transactions that have settled to your accounts within that time frame.
I send NACHA files via XRoads. Is this changing?
If you send NACHA formatted ACH files via XRoads, this will not change. The changes to ACH only impact clients currently utilizing one of our ACH functions in the online banker platform.
Will a One Time Pin (OTP) be required every time I login?
A One-Time-Pin should not be required at every login. We have employed a real-time decisioning tool that will make use of various device and location attributes to determine whether a challenge is needed at login. During the first time sign on process, users will setup three challenge questions that can be used in the event receiving an OTP is not possible.
The new ACH module seems complicated. Who can I call to get assistance?
We are here to help! Please contact your dedicated Cash Management Sales Officer or Cash Management Support at 1-800-628-2265, option 8, then 1 or [email protected]. Cash Management Support will have extended hours the week of September 13th, 7:00 a.m.–6:00 p.m.