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Establishing an Exposure Limit

In order to establish an appropriate exposure limit for each Originator, there should be clear policies and procedures in place for staff to follow. Many financial institutions establish exposure limits by mirroring the criteria for granting an unsecured loan within the Credit/Loan Policy. This is a common practice, but it never hurts to make sure there is language addressing ACH exposure limits within the Credit/Loan Policy. A financial institution or Third-Party Sender’s policy for establishing exposure limits may also be found within the ACH Management Policy. Regardless of which policy addresses exposure limits, the method used to determine the limit should be included.

An ODFI or Third-Party Sender should consider the aggregate exposure across all cash management products (i.e., ACH, wire, RDC, etc.) when establishing an exposure limit. It’s also important to keep in mind that the exposure limit should be commensurate with the ACH activity for each Originator. In other words, an Originator that only sends credit Entries into the ACH Network that do not exceed $5,000.00 a month should not have a $50,000.00 monthly limit, nor should the Originator be granted debit authority.

Monitoring and Reviewing Exposure Limits

Ok, the exposure limit has been established, now what do you do? The ACH Rules require the ODFI or Third-Party Sender to actively measure or monitor exposure limits as a part of daily operations when processing ACH Files on behalf of its Originators. This means there should also be procedures in place for handling situations when the Originator has submitted an ACH File that exceeds the established limit. As a best practice, exceptions should be documented along with the action taken. If an exception has been approved, the name of the approver should be documented as well.

The exposure limit for each Originator or Third-Party Sender should be reviewed periodically. The ACH Rules do not define “periodically,” since it can vary for each ODFI. As a best practice, an ODFI or Third-Party Sender with fewer than 200 Originators should be reviewing the established limits on an annual basis. ODFIs and Third-Party Senders with greater than 200 Originators could probably get away with reviewing established limits every 18-24 months.

When reviewing the established limits, it is considered an industry best practice to consider the number of times the Originator or Third-Party Sender exceeded the limit since the last review was conducted (this is when the previously mentioned documentation of the exception will come in handy), whether the amount of the submitted ACH Files is approaching the established limit or if the limit may be set too high, as well as the Return Rates for that particular Originator or Third-Party Sender.

Placing a Hold on the Funds vs. True Pre-funding

Now that you have established appropriate exposure limits and procedures are in place for monitoring and reviewing the established exposure limits, let’s discuss pre-funding in a little more depth. Let’s say you notice there are a couple of your Originators or Third-Party Senders submitting ACH credit Files whose offsetting debit cannot settle because the funds are not available in the funding account. This has happened on multiple instances, and you need to come up with a plan to help mitigate some of the credit risk.

Pre-funding is a technique that is often used by ODFIs and Third-Party Senders. As mentioned previously, pre-funding is a risk mitigation tool that can be used by ODFIs to limit the credit risk associated with ACH origination by debiting the Originator’s or Third-Party Sender’s funding account prior to releasing ACH credits. Often, an ODFI may place a hold on the funding account for the amount of the credit File. However, this is not considered a true pre-funding situation. To truly utilize pre-funding the way it was intended, the funds would be debited from the Originator’s or Third-Party Sender’s funding account and held in the ODFI’s settlement account prior to the credit File being approved and released by the ODFI.

While ACH Origination is a service offered to your account holders and has the potential to generate a profit for the ODFI, it also poses increased risk to the ODFI and Third-Party Sender. Although certain risk management protocols are required by the ACH Rules, ODFIs and Third-Party Senders should implement controls to mitigate the risks each Originator presents, which always includes establishing exposure limits and may include requiring pre-funding.