Positive Pay Training Resources
Maximize your fraud protection with Positive Pay. Our step‑by‑step training videos will help you learn the system, and our Quick Reference Guides provide instant answers when you need them most.
You've made a great decision by signing up for Positive Pay, which is a system that compares items presented for payment against the check details provided in your issue file.
Please note that during this walkthrough, your screen might look slightly different based on your dashboard customizations.
To start, before you hand checks out the payees, log into Key Navigator from the toolbar.
In the main navigation screen, click Payables, then Account Reconcilement for the drop down.
If you are accessing the Check Issue Maintenance screen outside of the listed hours, the screen may appear blank, so don't worry, just log in during the listed hours.
From there, select Check Issue Maintenance, then select the account from which the checks will be drawn and you'll want to select Add Check Issue Record to add the checks.
Next, you can add the checks in one of two ways.
The first way is through manual entry.
You'll want to enter the check number, dollar amount, and pay E data one for the payee name.
You'll add Pay E Data 2 if there are two lines of payee data.
If not, you can just leave it blank.
The other data field is for your reference and will not affect which checks come up for a decision.
Please note that it's important that you double check the payee name is identical to what is on the check, as even a single incorrect character could trigger a review decision.
You can add up to 50 checks in one session, but be aware that the system may time out before you finish and any unconfirmed entries will be deleted.
The second way is through CSV upload.
Click the upload guide for additional details about uploading records rather than typing them into the form.
After adding checks via whichever way you choose, click next to go to the Review screen.
You'll want to review the details for all the checks that have been entered.
Once you confirm that they're accurate, click Accept.
The Status screen will appear and indicate whether each check has been successfully submitted to Key Navigator or rejected, along with the reasons for any rejections.
Rejections are uncommon, and usually if they occur, it's because a check has previously been issued.
Please note, if you're new to Positive Pay and you're just starting, you'll want to start by adding any outstanding checks in your first file to avoid their coming up for a decision.
The next step will be to make decisions on checks.
Check out our next video for instructions on how to do that.
Adding Checks
You've made a great decision signing up for positive pay! Ensure that any checks you've sent out have been added to the system so you may now decide on any checks that do not align with KeyBank's records. Typically, accounts are set up as "return all," meaning any checks that do not align will not be paid unless you take steps to have them paid. On rare occasions, accounts may be set up to pay all; you may confirm with your Key contact if you are unsure.
To start, log into KeyNavigator. Note that the options may look different on your screen due to your individual customization of KeyNavigator. From the main toolbar, click "Payables" then "Fraud Services."
On the Fraud Services page, ensure you access the system during the "Next Day Positive Pay" posting times listed on the left side of the page. This is when checks will be posted for your review and the times indicate the window during which you can decide on any checks alerted as potential fraud.
If you miss the window, you can call KeyNavigator support at the number listed on the bottom left of the screen and decision checks by phone until 6:00 PM Eastern Standard Time. Checks not decisioned by this time will not be paid and any checks you still want to go out must be reissued.
Under "Fraud Services," you will see "Next Day Positive Pay." If you see an exclamation point next to it, you will need to decision a check for at least one of your accounts.
To do this, click next day positive pay.
Under “items to decision,” you can click on the drop-down menu to select an account. Look for any exclamation points that indicate that an account requires your decision.
Select the account you want to review and click "Go."
Here you will see all the details for any checks that require your decision for this account. The description will explain why the check is up for review.
The most common reason is that it is Paid, not on issue file, which means that Keybank did not receive a matching check record in the system. You may also see “Dollar Amount MisMatch,” “Stale dated issue file” “payee name conflict,” or other exception reasons. Check documentation for additional clarification or for ways to address exception issues.
Under the Check column, you can click on the check icon to see an image of the check.
Once you’ve reviewed all the information, you’ll use the return column to indicate your decision for each check. Unless your organization's agreement is set up otherwise, the system will default to returning checks that do not match what was provided in the system. If you leave the checkmark in the box, that check will be returned and will not be paid out. If you uncheck the box, that means you have verified that the check is accurate and it will be paid.
After reviewing the check information and viewing the check image ensure the check marks align with whether each check should be paid or not paid, click next.
The review screen will show which checks will be returned and which will be paid. Click "submit" when all looks correct. A confirmation will appear once items have been successfully submitted for processing, and modifications can be made until 2:00 PM local time. If there are multiple pages of items to review, ensure to select "submit" for each page individually. After submitting your decisions for one page, you will return to the first page to continue reviewing and decision-making for subsequent pages. When you’re all finished, click "done."
Decisioning Checks
Questions? We’re here to help.
During training, contact your onboarding manager.
After training, contact your relationship team.