Member Administration

Payments

Payments Screen Shots

Generate Batch - Online Payments

Generate Batch - Balance Deductions from Payroll

Batch Payment Input and Update

Direct Debits New/Cancel

Direct Debit BACS Output

Member Automatic Zero Balance Contra-Match

EPB Automatic Zero Balance Contra-Match

Batch Report

Audit Report

Generate Batch - Direct Debit

Generate Batch - Online Payments

The Online Payments interface will process both Fees and Charges payments. Separate batches will be created in the College produces separate bills for Fees and for Charges.

The charge code entered is used to post credit card surcharge transactions onto the member account should the College be making such a charge (see Online Payments Setup).

Online Payments can be processed up to a specific date which is entered at runtime – the default is today.

The system will create a payment batch or payment batches which will then require updating via the Payment Batch Posting Program.

Online Payments - Secure Hosting

Online payments are made through our preferred partner, Secure Hosting. A merchant bank account needs to be created which will be credited with the payments made via Secure Hosting, who will credit the college merchant account when a successful payment has been made.

When a successful payment is made you will receive email confirmation. Using your Secure Hosting account you can view all transactions and download a CSV report, there is also a report within our EPOS Maintenance application that displays transactions received by our system, any other information/report would be supplied by your merchant bank account provider.

Using the information provided by your merchant account along with emails received or our report will enable you to check that payments to your merchant account reconcile to those received by our system.

The provider (Secure Hosting) does not charge different rates. Each transaction uses a credit, the college will need to purchase credits in advance and the price of these depends on the amount being purchased (see previous mail).

The college can apply a transaction charge to payments made with Visa/MasterCard using a setting within our system. Prior to being transferred to Secure Hosting the user must select the type of card they will be making the payment with, should there be a transaction charge for the card type selected they will be warned, the value is also clearly displayed when making their payment on the Secure Hosting site and is also stored as a transaction within our system.

Although the user is unable to change the card type (Visa, MasterCard, debit) on the Secure Hosting site you need to be aware that Visa and Visa debit have the same number format, it is therefore not possible for Secure Hosting to verify at this point whether a Visa or Visa debit card are being used (merchant bank would have this information) and they do not recommend applying a transaction charge. With the reports you would be able to identify if someone has selected Visa debit on our system and then paid by Visa credit, if in this case and the college intends to apply the charge later this would need to be made clear within the college terms and conditions, these must be agreed to by the user before transfer to Secure Hosting for payment is allowed. There is a little controversy around applying a charge for payment by credit card, you would need to make sure that your merchant account allows this and also check the maximum charge they consider reasonable. Most colleges do apply a transaction charge for Visa and Mastercard payments, I am just ensuring that you are aware of any information we currently have.

It is possible to set a minimum payment amount within our system.

The basic process is below, which may help.

1) User logs into your web site (supplied by us) and we support various authentication methods.

2) The payments page can be accessed by the user selecting to pay a college bill or crediting their card/account(Top-Up). What is available will depend on your settings.

3) Once on the payments page the user must select the card type, enter the amount and select that the college terms and conditions have been agreed to. When selecting the card type the user will be warned if a transaction charge applies.

4) When the user clicks the submit button the system will check the amount and if a minimum has been set the user will be warned and transfer to Secure Hosting refused.

5) Prior to transfer the system stores basic information regarding the transaction about to take place, including a unique number and member number.

6) Some of the information stored is sent to Secure Hosting as part of the transfer, please be assured none of this is personal and consists of the following;

a) Unique member number

b) Item code

c) Transaction amount

d) Card type

e) Transaction charge

f) Unique transaction number generated at the time of being redirected

7) Once on the secure Secure Hosting site the user enters their card details to make a payment, Secure Hosting then contact their card provider via the secure UPG gateway requesting the release of funds. If successful the college merchant account is credited, a call-back is made to your site within the college and confirmation emails are sent to the person making the payment and college. The call-back contains the information sent on transfer and does NOT contain any personal information such as card number, after validation the users college account/card is credited.