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Home My WebLink AboutRFC No 1Friday, May 2, 2014 Request for Clarification No. 1 CITY OF SUNNY ISLES BEACH Banking Services CITY RFP NO. 14-04-02 To All Bidders: Bidders for the above-referenced project shall take note of the following changes, additions, deletions, clarifications, etc. to the Plans and Specifications, which in accordance with the Contract Documents shall become a part of and have precedence over anything shown or described otherwise.  Response to Questions:  Please provide the file specifications, from Edmunds, with the desired layout for the Positive Pay, check reconcilement, and ACH payment files. Please see attachments.  How does the City currently send their Positive Pay file, i.e. via FTP, upload to bank website, etc.? Not currently on Positive Pay.  Approximately how much cash will be in the weekly deposit picked up by the Armored Car? On average, no more than $10,000 in cash.  Will change orders be required as part of the Armored Car service? If yes, what is the makeup (i.e. rolled coin, boxes, straps, etc.) of an average order? No.  What is the current and/or requested aggregate credit for the business credit cards? Currently $100,000. Friday, May 2, 2014  Based on the Analysis statements, it appears that the City is first utilizing balances with ECR to offset fees, and then the remaining balances earn interest. Please confirm this is accurate, and if not, please explain the structure regarding ECR and interest. This is correct. END OF SECTION Edmunds Standard Positive Pay Export File Layout A/P Export File Name: reconexp.001 Payroll Export File Name: prreconexp.001 A/P Detail Record: Field Length Notes Checking Account 13 Check Id 10 Leading Zeros Check Amount 10 Leading Zeros (No decimal point) Check Date 8 YYYYMMDD Status 1 O or V (Open or Void) Vendor Name 30 Vendor Id 8 Monmouth County only Payroll Detail Record: Field Length Notes Checking Account 13 Check Id 10 Leading Zeros Check Amount 10 Leading Zeros (No decimal point) Check Date 8 YYYYMMDD Status 1 O or V (Open or Void) Employee Name 45 Trailer Record (for both): Field Length Notes Id 10 "99999999 " Open Count 10 Leading Zeros Total Open Amt 10 Leading Zeros (No decimal point) Sample Records: NEW 0000001221000000250019990903OSTATE OF NEW JERSEY NEW 0000001222000000350019990903OTREASURER, STATE OF NEW JERSEY NEW 0000001223000000350019990903OTREASURER, STATE OF NEW JERSEY NEW 0000012013000002500019990113VTREASURER, STATE OF NEW JERSEY NEW 0000012020000107654819990113VAMERIHEALTH INSURANCE CO NEW 0000012021000018345619990113VBLUE CROSS OF NJ NEW 0000012022000029408619990113VANTHEM HEALTH & LIFE INS CO NEW 0000012023000003698219990113VCENTRAL JERSEY HEALTH INS FUND 99999999 00000000030000009500 Field Name Length Position Description Bank Account Number 12 1-12 ZERO FILLED Check Number 10 13-22 ZERO FILLED Filler 1 23 BLANK Cleared Date 6 24-29 MMDDYY Check Amount 10 30-39 ZERO FILLED, 2 IMPLIED DECIMALS File Name: • For A/P: apchkrec.imp • For Payroll: prchkrec.imp 1 MCSJ NACHA File Layout Payroll Direct Deposit, Vendor Direct Deposit, and Tax/Utility Direct Withdraw ALL ENTRIES FILE HEADER RECORD Field # Position Size MCSJ Value Used – Payroll MCSJ Value Used – Vendor MCSJ Value Used – Tax/Utility All parameter fields use either Tax Parameter or Utility Parameter Field Name 1 01-01 1 ‘1’ ‘1’ ‘1’ Record Type Code 2 02-03 2 ’01’ ‘01’ ‘01’ Priority Code 3 04-13 10 sp1 + Payroll Parameter dir_dep_im_dest sp1 + Checking Account dd_im_dest sp1 + Tax Parameter or Utility Parameter dw_im_dest Immediate Destination 4 14-23 10 Payroll Parameter dir_dep_im_or_prefix + Payroll Parameter dir_dep_im_origin Checking Account dd_im_or_prefix Checking Account dd_im_origin Tax Parameter or Utility Parameter dw_im_or_prefix + dw_im_origin Immediate Origin 5 24-29 6 today’s date (YYMMDD) today’s date (YYMMDD) today’s date (YYMMDD) File Creation Date 6 30-33 4 hour + min (HHMM) hour + min (HHMM) hour + min (HHMM) File Creation Time 7 34-34 1 Payroll Parameter dir_dep_file_id_mod Checking Account dd_file_id_mod Tax Parameter or Utility Parameter dw_file_id_mod File Id Modifier 8 35-37 3 ‘094’ ‘094’ ‘094’ Record Size 9 38-39 2 ‘10’ ‘10’ ‘10’ Blocking Factor 10 40-40 1 ‘1’ ‘1’ ‘1’ Format Code 11 41-63 23 Payroll Parameter dir_dep_dest_name Checking Account dd_dest_name Tax Parameter or Utility Parameter dw_dest_name Immediate Destination Name 12 64-86 23 City Name from System Parameter(substring if > 23 chars) City Name from System Parameter(substring if > 23 chars) City Name from System Parameter(substring if > 23 chars) Immediate Origin Name 13 87-94 8 Parmtr state + sp6 Parmtr state + sp6 Parmtr state + sp6 Reference Code 2 ALL ENTRIES COMPANY/BATCH HEADER RECORD Field # Position Size MCSJ Value Used – Payroll MCSJ Value Used – Vendor MCSJ Value Used – Tax/Utility Field Name 1 01-01 1 ‘5’ ‘5’ ‘5’ Record Type Code 2 02-04 3 ‘200’ ‘200’ ‘200’ Service Class Code 3 05-20 16 2.7: City Name from System Parameter(substring if > 16 chars) City Name from System Parameter(substring if > 16 chars) City Name from System Parameter(substring if > 16 chars) Company Name 4 21-40 20 sp20 sp20 sp20 Company Discretionary Data 5 41-50 10 Payroll Parameter dir_dep_co_id_prefix + tax_id Checking Account dd_co_id_prefix + tax_id Utility Parameter or Tax Parameter dw_co_id_prefix + Parmtr tax_id Company Identification 6 51-53 3 ‘PPD’ ‘PPD’ ‘PPD’ Standard Entry Class Code 7 54-63 10 ‘PAYROLL’ + sp3 ‘TAX ‘+ Sp7 OR ‘UTILITY’+ sp3 Company Entry Description 8 64-69 6 User entered Effective Date (YYMMDD) Payment date entered Company Descriptive Date 9 70-75 6 User entered Effective Date (YYMMDD) Payment date entered Effective Entry Date 10 76-78 3 sp3 sp3 sp3 Settlement Date (Julian) 11 79-79 1 ‘1’ ‘1’ ‘1’ Originator Status Code 12 80-87 8 p dir_dep_origin_dfi. substring(0,8) Checking Account dd_origin_dfi. substring(0,8) Tax Parameter or Utility Parameter dw_origin_dfi. substring(0,8) Originating DFI Identification 13 88-94 7 ‘0000001’ ‘0000001’ ‘0000001’ Batch Number ENTRY DETAIL RECORD Field # Position Size MCSJ Value Used – Payroll MCSJ Value Used – Vendor MCSJ Value Used – Tax/Utility Field Name 1 01-01 1 ‘6’ ‘6’ ‘6’ Record Type Code 2 02-03 2 If Prempddf Prenote: ‘S’avings: use ‘33’ (Prenotification of credit to Savings) ‘C’hecking: use ‘23’ (Prenotification of credit to Checking) If NOT Premddf prenote: ‘S’avings: use ‘32’ (Credit to Savings) ‘C’hecking: use ‘22’ (Credit to Checking) If Chkmast dd_prenote = Y Savings:33 Checking:23 Not a Prenote: Savings:32 Checking:22 If Txmast or Utmast dw_prenote = Y Savings:38 Checking:28 Not a Prenote: Savings:37 Checking:27 Transaction Code 3 04-11 8 Prempddf bank_dfi (first 8 characters) Chkmast Dd_Bank_Dfi (first 8 characters) Utmast or Txmast dw_bank_dfi(8) Receiving DFI ABA 4 12-12 1 Prempddf bank_dfi (last character) Chkmast Dd_Bank_Dfi (last 8 character) Utmast or Txmast dw_bank_dfi (last character) Check Digit 5 13-29 17 Prempddf acct num Chkmast Dd_Account_Num Utmast or Txmast dw_acct_num Bank Account Number 3 6 30-39 10 Prempddf value Chkmast amt Txmast or Utmast balance (includes interest) (tax does not include misc.charges or 6% penalty) Amount 7 40-54 15 Prempddf emp_id + sp7 Utmast utm_id or Txmast bar_code_id + sp7 Individual Id Number 8 55-76 22 Prempmast full name from Prempddf emp_id (substring if > 22 chars) Utmast or Txmast owner_name (first 22) Individual Name 9 77-78 2 sp2 sp2 sp2 Discretionary Data 10 79-79 1 ‘0’ ‘0’ ‘0’ Addenda Record indicator 11 80-94 15 Payroll Parameter dir_dep_origin_dfi (first 8 characters) + seqNum (7 characters) Checking Account dd_origin_dfi (first 8 characters) + seqNum (7 characters) Utility Parameter or Tax Parameter dw_origin_dfi(first 8) + seqNum Panel Label “Originating Bank DFI” Trace Number (Origination DFI + Batch Number) DEBIT (Payroll & Vendor) or Credit (Tax/Utility) ENTRY DETAIL RECORD (Offset entry if the payroll, checking account, tax, or utility parameter include debit/credit entry is selected) Field # Position Size MCSJ Value Used – Payroll MCSJ Value Used – Vendor MCSJ Value Used – Tax/Utility Field Name 1 01-01 1 ‘6’ ‘6’ ‘6’ Record Type Code 2 02-03 2 If total of Prempddf values from Entry Detail Records are > 0: use ‘27’ (Debit to checking account) else use ‘28’ (Prenotification of debit to Checking) If total of Chkmast values from Entry Detail Records are > 0: use ‘27’ (Debit to checking account) else use ‘28’ (Prenotification of debit to Checking) If Prenote file = Y: 23 Else: 22 Transaction Code 3 04-11 8 Payroll Parameter dir_dep_pay_dfi (first 8 characters) Checking Account bank_dfi (first 8 characters) Utility Parameter or Tax Parameter dw_pay_dfi (first 8) Receiving DFI Identification 4 12-12 1 Payroll Parameter dir_dep_pay_dfi (last char) Checking Account bank_dfi (lat character) Utility Parameter or Tax Parameter dw_pay_dfi(last char) Check Digit 5 13-29 17 Payroll Parameter dir_dep_pay_acct Checking Account bank_acct_num Utility Parameter or Tax Parameter Dw_pay_acct Bank Account Number 6 30-39 10 total of Prempddf values from entry detail records (var: workTotDep) Total of Chkmast values from entry detail records Total of all payments Amount 7 40-54 15 Parmtr tax_id + sp6 Parmtr tax_id + sp6 Blank Individual Id Numbers 8 55-76 22 City Name from System Parameter(substrin City Name from System Parameter(substrin City Name from System Parameter(substrin Individual Name 4 g if > 22 chars) g if > 22 chars) g if > 22 chars 9 77-78 2 sp2 sp2 sp2 Discretionary Data 10 79-79 1 ‘0’ ‘0’ ‘0’ Addenda Record Indicator 11 80-94 15 Payroll Parameter dir_dep_origin_dfi (first 8 characters)+ seqNum (7 characters) Checking Account dd_origin_dfi (first 8 characters)+ seqNum (7 characters) Utility Parameter or Tax Parameter dw_origin_dfi(first 8) + SeqNum Panel Label “Originating Bank DFI” Trace Number (Originating DFI + Batch Number) ALL ENTRIES COMPANY/BATCH CONTROL RECORD Field# Position Size MCSJ Value Used – Payroll MCSJ Value Used – Vendor MCSJ Value Used – Tax/Utility Field Name 1 01-01 1 ‘8’ ‘8’ ‘8’ Record Type Code 2 02-04 3 ‘200’ ‘220’ ‘200’ Service Class Code 3 05-10 6 Count of detail and addenda records written (var: writtenCount) Count of detail and addenda records written Record count Entry/Addenda Count 4 11-20 10 Sum of Payroll Parameter bank_dfi (from each detail record) and Payroll Parameter dir_dep_pay_dfi (debit detail record) -if length of sum > 10 chars then use the substring of the last 10 chars in the number. Sum of Utmast/Txmast dw_bank_dfi and Utility Parameter/Tax Parameter dw_pay_dfi (if offset entry) Entry Hash 5 21-32 12 If Payroll Parameter dir_dep_incl_db = ‘Y’ then include the total of Prempddf value amounts from the detail records (var: workTotDep) else ‘000000000000’ If Checking Account dd_incl_db = ‘Y’ then include the total of Chkmast value amounts from the detail records Total of all Utmast or Txmast payment amounts Total Debit Entry Dollar Amount 6 33-44 12 Total of Prempddf value amounts from the detail records (var: workTotDep) Total of Chkmast value amounts from the detail records If Utility Parameter or Tax Parameter include credit entry: total of all payment amounts (offset) Total Credit Entry Dollar Amount 7 45-54 10 Payroll Parameter dir_dep_co_id_prefix + Parmtr tax_id Checking Account dd_co_id_prefix + Parmtr tax_id Utility Parameter or Tax Parameter dw_co_id_prefix (was hardcoded to “1” prior to 2007/05/02) + Parmtr tax_id Company Identification 8 55-73 19 sp19 sp19 sp19 Message Authentication Code 9 74-79 6 sp6 sp6 sp6 Reserved 10 80-87 8 Payroll Parameter dir_dep_origin_dfi substring(0,8) Checking Account dd_origin_dfi substring(0,8) Utility Parameter or Tax Parameter dw_origin_dfi(0,8) Panel Label “Originating Bank DFI” Originating DFI 5 Identification 11 88-94 7 ‘0000001’ ‘0000001’ ‘0000001’ Batch Number ALL ENTRIES FILE CONTROL RECORD Field# Position Size MCSJ Value Used – Payroll MCSJ Value Used – Vendor MCSJ Value Used – Tax/Utility Field Name 1 01 - 01 1 ‘9’ ‘9’ ‘9’ Record Type Code 2 02-07 6 ‘000001’ ‘000001’ ‘000001’ Batch Count 3 08-13 6 The number of blocks written in this file. A block is composed of 10 records. var: wrkBlkCnt Same as payroll Same as payroll Block Count 4 14-21 8 Count of detail and addenda records written (var: writtenCount) Same as payroll Same as payroll Entry/Addenda Count 5 22-31 10 Sum of Payroll Parameter bank_dfi (from each detail record) and Payroll Parameter dir_dep_pay_dfi (debit detail record) -if length of sum > 10 chars then use the substring of the last 10 chars in the number. Sum of Utmast/Txmast bank_dfi (from each detail record) and Tax Parameter/Utility Parameter dw_pay_dfi (credit detail record) -if length of sum > 10 chars then use the substring of the last 10 chars in the number. Entry Hash 6 32-43 12 If Payroll Parameter dir_dep_incl_db = ‘Y’ then include the total of Prempddf value amounts from the detail records (var: workTotDep) else ‘000000000000’ If Checking Account dd_incl_db = ‘Y’ then include the total of Chkmast value amounts from the detail records Total of all payments Total Debit Entry Dollar Amount In File 7 44-55 12 Total of Prempddf value amounts from the detail records (var: workTotDep) Total of Chkmast value amounts from the detail records If include credit: total of all payments Total Credit Entry Dollar Amount In File 8 56-94 39 sp39 sp39 sp39 Reserved • “Nine Record”s: (string of 9’s 94 chars long). o Payroll – must check “End of File 9 Record Blocking” o Tax/Utility - always included for Tax and Utility • The number of “nine records” written is based on a calculation. The wrkBlkCnt (int) is divided by ten and if it doesn’t divide evenly, then add one (rounding up to next whole number). The number of numOfNineRecords written is the (wrkBlkCnt *10) – the original wrkBlkCnt so as to fill up the remaining record spaces in the last block, i.e. making the total number of records evenly divisible by 10. • NOTE: Tax File: would need to prompt for Misc.Charge payment code and 6% Penalty payment code to include Misc.Charges and 6% in the file.