Changing Your Church’s Primary Bank
Whether your church chooses to change banks or your current bank is acquired or converted to another bank, please notify myXP as soon as you receive notice of the change.
myXP is not a signer on your church’s bank accounts, which means we generally do not receive information directly from your bank. The church is responsible for communicating the transition details to myXP and completing changes to accounts and services outside of myXP.
First: Send myXP the bank information
As soon as you receive notice of a bank change, please send us the information provided by your bank, including:
- Effective/conversion date
- New routing number
- New account number, if changing
- Date the old banking information will stop working
- Any ACH, check, wire, or online banking instructions
- Any deadlines or required action items
- The bank’s conversion guide, letter, or email
Please send us the complete communication from the bank whenever possible. Bank conversions can involve changes beyond simply getting a new login.
Who handles what?
| myXP will handle | The church will handle |
|---|---|
| Payroll banking information | Communication with the bank |
| QuickBooks Bill Pay | Utilities paid by automatic ACH |
| QuickBooks bank connections | Insurance/benefit ACH withdrawals |
| Accounting changes related to the new account | Giving/merchant processors* |
| Verifying our banking access | Loans and automatic bank drafts |
| Other systems directly administered by myXP | Debit cards and recurring card charges |
|
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Ordering new checks, if required |
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Any other company that automatically deposits or withdraws money |
A simple rule: If myXP manages the service, we’ll handle the banking update. If the church manages the relationship, the church handles the update.
What should the church do?
Once you have the bank’s transition information:
- Send everything to myXP. Don’t assume we received information directly from the bank.
- Confirm the important dates. When does the new account/routing information become active, and when does the old information stop working?
- Review your automatic transactions. Look through several months of bank activity for companies that automatically withdraw or deposit funds.
- Update those companies. Provide the new banking information according to the bank’s timeline.
- Check your checks. Confirm whether existing checks can continue to be used or whether new checks need to be ordered.
- Confirm access. Make sure appropriate church users and myXP have the necessary online banking access after the transition.
- Watch the account after conversion. Look for rejected ACH transactions, missing deposits, returned payments, or anything else that did not transition correctly.
Don’t assume the account number is changing
A bank conversion can involve a routing number change without an account number change, or there may be a period when both the old and new routing numbers work.
For example, in a recent bank conversion, existing account numbers remained unchanged while customers transitioned to the acquiring bank’s new routing number. Existing ACH activity was allowed to continue temporarily while customers were instructed to begin using the new routing number.
Always follow the specific instructions provided by your bank rather than assuming everything will change—or everything will transition automatically.
Why early notice matters
Payroll and payment systems sometimes require bank verification before new banking information can be used. Waiting until the conversion date can result in delayed payroll, rejected payments, or interrupted deposits.
Even if the bank says the transition will happen automatically, please send the information to myXP as soon as you receive it.
We would much rather review a bank notice and determine that no action is needed than discover after conversion that something important needed to be changed.