Positive Pay in Associated Banc‑Corp

Positive Pay is a proactive, automated fraud prevention and payment-authentication service designed for businesses that issue paper checks and electronic transactions. Within Associated Banc‑Corp, Positive Pay helps treasury and accounting teams reduce exposure to check- and ACH-related fraud by comparing items presented for payment against a list of authorized payments submitted by the company. When discrepancies occur, the system flags exceptions for review, allowing timely decisions to pay, return, or investigate disputed items.

Why Positive Pay Matters

Fraud targeting corporate payments is increasingly sophisticated and costly. Traditional reconciliations performed days after transactions clear are often too late to prevent losses. Positive Pay shifts the timeline: verification happens at the moment items present for payment, giving organizations early control and improving cash-flow predictability. For companies of all sizes, but especially for mid-market and enterprise clients, Positive Pay is an essential control that complements internal approvals, segregation of duties, and chemistry between treasury and operations.

Core Features

• Check Positive Pay: Match presented checks with issued check files that include check number, account number, payee name, and dollar amount. Exceptions are generated when details differ.
• Payee Positive Pay (Payee Match): Verify payee names for greater protection against altered payees and forged endorsements.
• ACH Positive Pay: Screen incoming ACH debits against an approved list of expected transactions and originators, with options for return or pay decisions.
• Electronic Submission Options: Upload issued-item files in multiple formats via secure file transfer or through integrated treasury-management platforms.
• Real-Time Exception Reporting: Receive immediate alerts for exceptions through secure online portals, downloadable reports, and configurable notification preferences.
• Automated Decisioning Rules: Create business rules to automatically pay or return low-risk exceptions, reducing manual review workload.
• Audit Trail and Reporting: Maintain detailed logs of submitted files, exception handling, approvals, and final dispositions for audit and compliance purposes.

How It Works — Simple Workflow

1) Submit a file of issued items: When checks are printed or ACH transactions are authorized, a company provides a file of those items to the bank. Supported formats accommodate common accounting and payroll systems.

2) Bank compares presented items: As items present for payment, Associated Banc‑Corp compares each item to the submitted file. Matches are paid automatically. Discrepancies become exceptions.

3) Review exceptions: Exceptions are visible in a secure portal and can be routed to designated approvers. Approvers review supporting details and determine whether to pay, return, or hold items for investigation.

4) Finalize disposition: Decisions are recorded and executed, with a complete audit trail for reconciliation and regulatory requirements.

Key Benefits

• Fraud Reduction: Stop unauthorized or altered checks and unauthorized ACH debits before funds leave the account.
• Faster Detection: Identify suspicious items at presentment rather than after reconciliation, reducing potential losses and exposure.
• Operational Efficiency: Automation and rule-based decisioning reduce time spent on routine exceptions and free staff to focus on high-value tasks.
• Improved Controls: Strengthen internal control frameworks and support compliance efforts with documented decision histories and audit-ready reporting.
• Cash Flow Certainty: Predictable handling of exceptions helps maintain accurate cash forecasts and reduces unexpected outflows.

Integration and Technology

Positive Pay integrates with common accounting, ERP, and treasury-management systems. Files can be transmitted securely using encrypted channels and standard file formats. The online portal is designed for intuitive navigation, role-based access, and configurable dashboards. Many clients pair Positive Pay with additional fraud mitigation tools and dual-control processes to build layered defenses tailored to their risk profile.

Security and Compliance

Security is a cornerstone of the service: data transmissions are encrypted, access controls restrict who can submit files and approve exceptions, and comprehensive logs support traceability. Positive Pay supports compliance with industry best practices and regulatory expectations around financial controls and anti-fraud measures.

Typical Use Cases

• Companies with high-volume accounts-payable operations that issue numerous checks daily and need to minimize manual reconciliation.
• Payroll departments seeking protection from unauthorized payees and altered checks.
• Organizations exposed to ACH debit risks that want to control debits originating from external parties.
• Businesses prioritizing audit readiness, control documentation, and demonstrable anti-fraud measures.

Getting Started

Implementation begins with assessing file format capabilities, establishing secure file exchange procedures, and defining exception-handling workflows and user permissions. Training and change management ensure approvers and treasury staff understand exception disposition and reporting features. Once live, organizations typically see an immediate reduction in fraudulent items and a smoother payment-review process.

Conclusion

Positive Pay at Associated Banc‑Corp is a practical, scalable solution for organizations that want to protect cash assets, simplify payment controls, and modernize their fraud-prevention posture. By combining timely item verification, flexible automation, and robust reporting, Positive Pay empowers finance teams to act decisively and preserve financial integrity with confidence.