Type:
University Policy
Division:
Business Affairs
Classification:
FINANCE & ADMINISTRATION
Contact Phone Number:
503-838-8201
Contact Email Address:
accountspayable@wou.edu
| TITLE | |
| Vendor Payment Automatic Clearing House (ACH) Policy | |
| POLICY NUMBER | |
| FA-06-043 | |
| RESPONSIBLE OFFICER | UNIVERSITY CONTACT |
| Vice President for Finance and Administration | Director of Accounting |
| SUMMARY | |
| This policy expands the use of automatic clearing house (ACH) payments to Western Oregon University (WOU) vendors and the safekeeping of banking information. | |
| APPLICABLE TO | |
| WOU Vendors, WOU Staff | |
| DEFINITIONS | |
| AUTHORITY | |
| Oregon State Department of Administration Services NACHA Operating Rules (2025) NACHA Guidelines (2025) | |
| FULL STATEMENT OF AUTHORITY | |
| The ACH Network is a highly reliable and efficient nationwide electronic funds transfer system organized by the US Treasury under Federal law (31 C.F.R. Part 210, et al.). It is managed by the operating rules and guidelines of the National Automated Clearing House Association (NACHA). The ACH network provides for the interbank clearing of electronic debits and credits for participating depository financial institutions transmit or receive ACH entries. The US Government is the largest user of the ACH system. Virtually every bank and credit union in the country is capable of sending and receiving ACH payments. WOU departments will be the initial point of contact for their vendors wishing to transition to ACH payments or if there are any changes in payment method requested by the vendor. Central to this policy is the established positive working relationship between WOU department staff and vendors. Accounting and Business Services (ABS) is responsible for the verification of vendor banking information, administration of payment, and safekeeping of documentation. Upon request from the department vendor to change banking information, the same due dilligence shall occur, ABS will ensure secure methods of transferring banking information between the vendor to WOU consistent with protocols established by University Computing Solutions (UCS). The ABS website will contain the current documentation and secure link required for vendors to complete for the receipt of ACH Payments. | |
| REFERENCED OR RELATED POLICIES | |
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Travel |
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| RELEVANT DOCUMENTS AND LINKS | |
| HISTORY | |
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APPROVAL DATE: 07/01/2025
EFFECTIVE DATE: 07/01/2025 LAST UPDATED: 04/10/0025 HISTORICAL DETAIL NOTES: Folks met with before bringing this policy to the policy council UCS Student Affairs General Counsel Student Engagement Occupational Therapy Mailroom SOURCE: |
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| FOR POLICY WEBSITE INPUT (public audience keyword search) | |
| ETF, Direct Deposit, ACH, Travel Advance, FIS | |
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