ACH Payments

Transfer Form Fillable

ACH Enrollment Form

Electronic Payment Options Now Available

Great news! To help resolve issues with lost mail and speed up financial transfers, electronic transactions are now an option for certain payments. Please follow the instructions below to transition from paper checks to electronic transfers.

Overview of Accepted Transactions

Per Society Financial Policy, electronic transfers are now permitted. However, until the Kingdom Financial Policy is officially updated, these transactions are limited to the following:

  • Sending to Kingdom: NMR payments and Profit Splits.
  • Receiving from Kingdom: PayPal registration funds.

Note: Please continue to use traditional methods for all other types of payments until further notice. Wire transfers are not permitted at this time; please use ACH/EFT only.

Step-by-Step Instructions

1. Banking Authorization & Fees

Check with your financial institution regarding any fees for sending or receiving ACH/EFT transactions.

  • Discuss fees with your Financial Committee to expedite authorization.
  • Approval Requirement: If fees are involved, you must record the committee’s approval in your meeting minutes.
  • Cost-Efficiency: Avoid “Next Day” transaction fees unless cost-effective.

2. Enrollment & Verification (Action Required ASAP)

  • To Send Funds: Use the Kingdom ACH form to set the Kingdom up in your bank account.
  • To Receive Funds: Complete the blank Enrollment Form for your group and return it to the Kingdom Exchequer.
  • The “Double-Check” Rule: To avoid costly errors, the Seneschal must verify that the Routing and Account numbers are 100% correct. They should do this by either:
    1. Comparing the form against a physical check.
    2. Calling the Exchequer to verbally confirm the numbers over the phone.
  • Signatures: Forms must be signed by both the Exchequer and Seneschal (digital signatures are accepted).
  • Naming Convention: Rename the file to start with your group’s name (e.g., GroupName-ACH-Enrollment).

3. Two-Party Approval for Transactions

Just like a paper check, every individual transaction requires two authorized parties.

  • The Exchequer must email the Seneschal requesting approval for the specific transfer.
  • Strict Policy: This must be done via official Ansteorra email accounts.
  • By sending/replying to this email, you are legally authorizing the transaction.

4. Record Keeping & Filing

Every transaction must be documented using the Transfer Fillable Form.

  • Naming Convention: Save the file as YYYY.MM.DD-GroupName-Transfer-Amount.
  • Tracking: Note the estimated arrival date on the form. If funds are not received within 5 business days, contact the sending Exchequer.
  • Final Step: Send a copy of the completed Transfer Form and the approval email to the group’s Exchequer for their files.

Compliance Note

Regional Exchequers: Please monitor your groups closely to ensure compliance. Any transactions made outside of these specific instructions (for NMR/Profit Splits/PayPal) must be reported to the Kingdom Exchequer immediately.