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Business MCAN Package

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Business MCAN Package

This Business MCAN Package ("Agreement") is entered into as of by and between Client Name: and Service Provider Name: .

WHEREAS

WHEREAS, Client engages Service Provider to perform certain consultancy, compliance, and administrative services related to Merchant Change Authorization Notices and ancillary business processes described herein; and

WHEREAS, Service Provider has the expertise, personnel, and systems necessary to prepare, review, and transmit Merchant Change Authorization Notices ("MCANs") and related documentation in accordance with industry standards and the terms set forth in this Agreement; and

WHEREAS, the parties desire to set forth the scope, fees, confidentiality obligations and other terms governing the provision of such services.

SCOPE OF WORK

Service Provider will perform the services enumerated above (the "Services") in a professional and workmanlike manner consistent with prevailing industry standards. Any material changes to the Scope of Work shall be documented in a written change order signed by both parties prior to commencement of the changed work.

PAYMENT TERMS

Compensation: Client shall pay Service Provider a total fee of (USD) for the Services described herein, subject to the schedule below.

Invoices shall be issued in accordance with the Payment Schedule. Client shall pay all undisputed invoices within days of receipt. Any undisputed amount not paid when due shall accrue interest at the lesser of 1.5% per month or the maximum rate permitted by law.

Late Fee: A late fee equal to % per month of the overdue balance shall apply to amounts not paid within the payment period.

TERM AND TERMINATION

Term: The term of this Agreement shall commence on Start Date: and shall continue until End Date: unless earlier terminated as provided herein.

Either party may terminate this Agreement for convenience upon providing the other party with written notice of termination at least days prior to the effective date of termination. Either party may terminate for material breach if the breaching party fails to cure such breach within thirty (30) days after receipt of written notice specifying the breach.

CONFIDENTIALITY

Definition: "Confidential Information" means any non-public information disclosed by one party to the other in connection with this Agreement, including but not limited to business processes, merchant account information, MCAN content, pricing, customer lists, and non-public financial information.

Obligations: Each party shall (i) protect Confidential Information using at least the same standard of care it uses to protect its own confidential information, (ii) not disclose Confidential Information to any third party except to employees, contractors, or agents who have a need to know and who are bound by confidentiality obligations no less restrictive than those herein, and (iii) not use Confidential Information for any purpose other than performing its obligations under this Agreement.

Exceptions: Confidential Information does not include information that is or becomes public through no fault of the receiving party, is independently developed without use of the disclosing party's Confidential Information, or is rightfully received from a third party without restriction. Disclosure required by law shall be made only after prompt notice to the disclosing party and, where possible, an opportunity to seek protective measures.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles. The parties submit to the exclusive jurisdiction of the courts located in that State for disputes arising out of this Agreement.

REPRESENTATIONS, INDEMNIFICATION AND LIMITATION OF LIABILITY

Each party represents that it has the full power and authority to enter into and perform this Agreement. Service Provider represents that it shall perform the Services in compliance with applicable laws and industry standards. Client represents that it has the right to authorize Service Provider to prepare and submit MCANs on its behalf where applicable.

Indemnification: Each party shall indemnify and hold harmless the other party from and against any third-party claims, losses, damages, liabilities, and expenses arising out of the indemnifying party's gross negligence, willful misconduct, or material breach of this Agreement.

Limitation of Liability: Except for liability arising from a party's willful misconduct or breach of Confidentiality, neither party's aggregate liability for claims arising under this Agreement shall exceed the total fees paid by Client to Service Provider in the twelve (12) months preceding the claim.

NOTICES

ENTIRE AGREEMENT

This Agreement, including any exhibits or change orders executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written. No amendment to this Agreement shall be effective unless in writing and signed by authorized representatives of both parties.

MISCELLANEOUS

Relationship of Parties: The parties are independent contractors. Nothing in this Agreement shall be construed to create a partnership, joint venture, or employment relationship between the parties.

Severability: If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

ADDITIONAL BUSINESS INFORMATION

ACH transfer Check Wire transfer

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

Enter text✕

What the Business MCAN Package Is

The Business MCAN Package is a standardized set of documents used by an organization to request, authorize, and record a material change of account notice (MCAN) for business relationships—commonly used to update merchant or vendor account numbers, banking routing details, or master account metadata. The package combines an authorization form, supporting data worksheet, notification templates for counterparties, and an audit checklist so changes are documented, consented to by authorized signers, and retained for compliance and reconciliation purposes.

Why the Business MCAN Package Matters for Controls and Compliance

A complete MCAN package reduces downstream reconciliation errors, creates an auditable consent record, and clarifies responsibilities when accounts or payment routing change. Proper documentation helps teams demonstrate internal controls and supports legal, tax, and banking requirements during account transitions.

Why the Business MCAN Package Matters for Controls and Compliance

Who Typically Prepares and Signs a Business MCAN Package

Use the package as a cross-functional checklist: include finance, operations, and legal sign-off where appropriate to reduce risk.

  • Corporate finance and treasury teams that manage bank account and routing updates for vendor and merchant relationships.
  • Accounts payable / receivable and billing operations that reconcile incoming payments and update customer or vendor records.
  • Legal, compliance, or contract administrators who review authorization language and ensure signatory authority and record retention.

Core Components Included in a Professional Business MCAN Package

A robust package groups documents so each step—from requester to counterparty—is clear, auditable, and repeatable across the organization.

Cover Letter

Short explanatory letter that summarizes the requested change, identifies affected accounts, and lists attached documents for the recipient to review and act on.

Authorization Form

Signed statement from an authorized corporate representative granting permission to change account numbers, with explicit scope, effective date, and signer role.

Data Worksheet

Structured table capturing old and new account numbers, bank names, routing numbers, and related identifiers for accurate system updates.

Counterparty Notice

Template communication to send to vendors, payment processors, or customers informing them of the change and any required acknowledgements.

Audit Checklist

Step-by-step checklist confirming verification steps, identity checks, cross-references to contracts, and dates for completion and retention.

Supporting Attachments

Evidence such as bank letters, voided checks, corporate resolutions, or board approvals required to validate the requested change.

Step-by-Step: Completing the Business MCAN Package

Follow these sequential steps to prepare and finalize a change of account notice with clear sign-off and distribution.

  • 01
    Gather Documentation: Collect bank letters, voided checks, resolutions, and the existing account record for verification.
  • 02
    Complete Forms: Fill the authorization form, data worksheet, and cover letter accurately and in MM/DD/YYYY format.
  • 03
    Verify Signers: Confirm signatory authority and obtain signatures from authorized officers or delegated approvers.
  • 04
    Distribute and File: Send notices to counterparties, update internal systems, and archive the signed package for retention.

How to Configure an Online MCAN Workflow

Configure the digital workflow to preserve audit data, enforce signer order, and minimize manual touchpoints.

Field Configuration
Signature Authentication Email + SMS code or stronger KBA for high-risk changes
Bulk Send Use bulk send for vendor notice distribution when many counterparties are affected
Audit Trail Capture IP, timestamp, and action log for each signer
Retention Rule Automate retention to a secure archive for the required legal period

Where to Send and File the Completed MCAN Package

Route signed packages to the appropriate internal teams and external recipients to complete system updates and maintain records.

  • Internal Finance: Update ERP and bank mandate records; attach signed package to vendor account.
  • Bank/Processor: Submit authorization and supporting documents to the receiving bank or payment processor.
  • Vendor/Customer: Send the counterparty notice and request acknowledgement when required.
  • Records Archive: Store signed package in a secure records system meeting retention rules.

Digital Signing and eSubmission: Technical Considerations

Confirm the chosen vendor supports export of a tamper-evident signed PDF and stores an audit record that can be reproduced for audits and regulatory review.

  • Authentication Options: Email link, SMS code, or knowledge-based auth available.
  • File Formats: Accepts PDF, DOCX, and other standard business formats.
  • Integrations: Connects to CRM, ERP, and cloud storage systems.

Security and Compliance Essentials for the MCAN Package

Encryption In Transit: TLS 1.2/1.3
Encryption At Rest: AES-256
Certifications: SOC 2 Type II, ISO 27001
HIPAA Support: BAA available
Audit Trail: IP, timestamp, event log
Document Formats: PDF, DOCX, HTML

Key Filing and Record Deadlines to Keep in Mind

Some MCAN-related obligations map to tax and employment filing deadlines; track each relevant calendar date.

W-9 Provision Timing:

Provide an updated W-9 to payers upon request; there is no fixed IRS filing deadline for W-9 delivery.

1099-NEC Deadline:

Send recipient and IRS copies of 1099-NEC by January 31 each year.

1099-MISC Deadlines:

Recipient copies due January 31; paper IRS filing by February 28; electronic by March 31.

Individual Tax Return:

Form 1040 regular filing deadline is April 15 (October 15 with extension).

I-9 Retention:

Retain I-9 for three years after hire or one year after termination, whichever is later (8 CFR §274a.2).

eSignature Pricing and Feature Comparison for Business MCAN Workflows

Neutral comparison of starting price and common features across vendors; signNow is listed first per table convention.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions When Preparing or Submitting an MCAN Package

Answers to common questions about validity, notarization, signer authority, and eSignature use for MCAN packages.


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