Treasury exceptions move fast. A missed file, a returned ACH entry, a notification of change, or a needed reversal each carry deadlines measured in hours, not days. Documenting what happens when something goes wrong is one of the most valuable steps a treasury customer can take.
A documented exception procedure gives your team a plan instead of relying on one person’s memory. If the usual ACH contact is out, a colleague can step in with confidence: what counts as a missed file, who to notify, the backup submission method, and how much time remains.
Missing an ACH File
Best Practices:
Maintain a documented backup transmission process (secondary user, secondary system access) so a missed file isn’t dependent on one person
Know your same day cutoff times. Same Day ACH has three processing windows throughout the day (morning, afternoon, and a later afternoon submission deadline), so a file missed for standard next-day processing can often still be re-cut and submitted same-day if caught early enough
Confirm Same-Day is enabled.
Reversing an ACH File or Transaction
Nacha rule requirements (per Nacha’s official reversal guidance):
A reversal may be used only to correct an erroneous entry, including a duplicate payment, incorrect amount, payment sent on the wrong date, or payment sent to an unintended account.
The reversing entry must be transmitted within five banking days after the Settlement Date of the erroneous entry.
Formatting: the word “REVERSAL” (all uppercase) must appear in the Company/Entry Description field, and the SEC Code, Company Identification, and amount must remain unchanged from the original entry; the Originator’s name must remain readily recognizable to the Receiver.
Recovering from a Fraudulent ACH, Wire, or Check
Best Practices (Speed and Pre-Established Processes Are Everything):
Act within minutes/hours, not days
Have a pre-agreed internal escalation path
Publish “the number to call”
Document everything in real time
Debrief and feed findings back into monitoring
The real value comes from training every employee on exception processing, not just the primary contact, so turnover, vacations, or bad timing never catch the company short. A regular review with more than one person comfortable handling each deadline keeps treasury operations running smoothly.
