Payment Plus

1. Payment Plus

2. Payment Plus – What is it? • Payment Plus is new payment method where pre-determined vendors will be sent payment instructions to process a credit card payment to pay specified invoices, similar to an ACH. This service is provided by US Bank. Once a vendor relationship has been established, the vendor will receive all accounts payable payments via a payment instruction file from US Bank. The vendor will process a credit card transaction using a predefined credit card number (single use account). The credit card transaction will post to our Payment Plus account. Monthly, US Bank will bill us for all the processed credit card transactions. We will issue one payment to US Bank for all credit card transactions that posted during the cycle period. • None of our current UPS processes will change – logging invoices, receiving, matching, disbursing, and creating a planned payment record. When the check jobs are processed by the Treasurer’s Office, the system will determine the appropriate payment type for the vendor (check, ACH, or Payment Plus). For Payment Plus payments, we will use a new payment type of AP (AP Payment Plus). A payment transmission file will be created to send to US Bank for processing.

3. Accounting Changes • The Payment Plus payments will continue to relieve the accounts payable liability established when the expense was posted, but instead of creating the off-setting bank entry (via explosion code 45) a new explosion code will be used with off-setting entries to a clearing cost center. • With the new payment type of AP, check accounting will use a new explosion code (explosion code of 69) that will continue to relieve the AP liability for the appropriate cost centers and create a new liability account for a clearing cost center. A new accounts payable liability account code (00220101 – Payment Plus Supplier Payable) will be used to distinguish it from the normal AP liability. • When payment is made to US Bank for all credit card transactions posted within the billing cycle, the new liability account will be relieved by the payment amount with an off-setting bank entry. • Additionally, the AP payment records associated with the US Bank payment will need to be cleared. Similar to our check clearing process, either manually or automatically via a file from US Bank. The remaining liability balance should equal the total of the outstanding AP payment records.

4. Accounting Changes (cont) New Explosion code for Payment Plus: N This explosion code creates an accounts payable liability in this Business Affairs clearing cost center. This cost center will be reconciled monthly using the outstanding AP payment records. A payment (via UPAY) to US Bank will need to off-set the accounts payable liability account and cost center listed above.

5. EVID – External Vendor ID The vendor must be set up in EVID in order to create a payment plus payment. The external system code is P (Procure 2 Pay). The vendor id must match the id given to US Bank for enablement within its system. The relationship must be set up for each unique name/address (remit address) number.

6. Vendor Payment Terms A vendor advantage is changing the net days (payment terms) to pay as soon as possible.

7. Customer ID versus Invoice Number The CUST attribute will also require that a customer id be entered on ILOG when logging the invoice. For certain vendors, the customer id is critical. It determines how the payment is applied within the vendor’s system. By adding an attribute of CUST to the vendor, the payment instruction file will substitute the customer id in place of the vendor’s invoice number. Thus, the vendor’s email will contain the customer id.

8. Vendor email N Payment Number: <Payment Control Number: PIF 01 Control Number>  From: usbpaymentplus@payments.usbank.com [mailto:usbpaymentplus@payments.usbank.com] To: <Supplier Email address: PIF 06M Email or Online CSI Email> Cc: <CC: Email Address: PIF 06M CC: Email> Subject: Payment Advice Notification from <Client Name: Visa Payables Automation (VPA) Profile Client Name> This is an automated email Payment Notification generated by U.S. Bank for <Client Name: VPA Profile Client Name>. Supplier Information Supplier ID: <Supplier ID: PIF 06M Client Supplier ID> Supplier Name: <Supplier Name: PIF 01 Merchant Name>  Buyer Contact <First Name Last Name: VPA Profile Contact Name > <Phone Number: VPA Profile Contact Phone> <Client Email: VPA Profile Contact Email> <Client Name: VPA Profile Client Name> <Address 1: VPA Profile Contact Address 1> <Address 2: VPA Profile Contact Address 2 (Optional)>  Payment Information The following payment has been authorized by <Client Name: VPA Profile Client Name> to be paid using the Visa credit card account ending in <Last 4 digits Single Use Account Number: Assigned for each PIF 01 entry> . The authorization for this card account number is for the total amount shown. Please process the total amount shown in a single transaction. Include the below Payment Number in the Purchase ID and/or the Customer Reference Indicator (CRI) field when submitting this authorized charge via your Point Of Sale process. The authorization for this account will expire in <Expiration Days: VPA Profile expiration> day(s). Card Account: XXXX-XXXX-XXXX-<Last 4 digits Single Use Account Number: Assigned for each PIF 01 entry Total Amount: <Payment Amount: PIF 01 Record > <Payment Currency: Payment Account Billing Currency> Payment Expiration: <Expiration Days: VPA Profile Expiration days> day(s) / <Specific Date calculated from Expiration Days> Payment Number: <Payment Control Number: PIF 01 Control Number>  This Payment covers the following: Invoice or Item Number Amount <Item Description 1: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total> <Item Description 2: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total> <Item Description 3: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total> <Item Description 4: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total> <Item Description 5: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total> Note: <Payment Notes: PIF 06M Notes>

9. Vendor email (cont) N This Payment covers the following: Invoice or Item Number Amount <Item Description 1: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total> <Item Description 2: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total> <Item Description 3: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total> <Item Description 4: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total> <Item Description 5: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total> Unless the invoice is coded as a separate check – multiple invoices can be paid via the same payment record. The invoice number and amount will be listed separately. Note: the invoice number may be replaced by the customer id if the vendor is identified with an CUST attribute.

10. Vendor email Enhancement N This Payment covers the following: Invoice or Item Number Amount Additional Invoice Information <Item Description 1: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total> <Additional Invoice Information: PIF 07 Product Code 2 Description> <Item Description 2: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total> <Additional Invoice Information: PIF 07 Product Code 2 Description> <Item Description 3: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total> <Additional Invoice Information: PIF 07 Product Code 2 Description> <Item Description 4: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total> <Additional Invoice Information: PIF 07 Product Code 2 Description> <Item Description 5: PIF 07 Product Description> $<Invoice Amount: PIF 07 Line Item Total> <Additional Invoice Information: PIF 07 Product Code 2 Description> Email enhancement by US Bank - Additional Invoice Information will be provided at the invoice level on the vendor email. The additional information that will be provided in the email will include - Invoice date, Customer ID, and Discount Amount. The file will contain a tag in front of each data element so the vendor will be able to identify what the information is. The discount amount will only be populated if the discount was taken.

11. Vendor email – Payment Notes N Note: <Payment Notes: PIF 06M Notes> The payment notes field contains the following information: vendor id and vendor inquiry portal (admin.uark.edu/natcgi/uwovlogo). We ran into Visa file limitations with special characters so we modified this portion of the email. This information along with the check number will allow the vendor to access additional information about this payment via the webBASIS vendor inquiry portal. The check number is provided in the payment number field of the email.Payment Number: <Payment Control Number: PIF 01 Control Number> 

12. Payment Process • Payment (check) run – the Treasurer’s Office submits the jobs that extract all planned payment records with the appropriate payment due date. • The job determines whether a check, ACH, or Payment Plus payment is issued. A Payment Plus payment is identified where the vendor id-vendor name-vendor address match the same relationship created as an external payment plus vendor. This relationship is established in EVID and vendor id must match exactly. • Payment Plus payments will have a payment type of AP (AP Payment Plus). These payments will be listed on the Accounts Payable Check Summary report as Credit Card Payments. • These payments will be included in the Payment Plus Payment Instruction File that will be available for upload to gizmo with eventual transmission to the US Bank’s data distribution site.

13. Credit Card Payment Upload Screen capture of the file created via the check run process. This file must be uploaded to gizmo before transmitting to US Bank.

14. Access Online – US Bank site Website information: https://www.ddsa.usbank.comAt the main page, press LOGON (located on the right). This screen will display after pressing logon. Enter the following in lowercase: User ID: ce180300(This ID is sometimes referred to as Account Name) Password: xxxxxxxx Press LOGON button. • After you receive the ‘Logon is successful’ message do the following:

15. Access Online – Sending Payment file Press Send located on the left. This screen will display. Enter the following: Data Format:ASCII (mandatory for all transmissions) Mailbox ID: ce180303 Batch ID : x320.star.h000 Batch Attributes: Ignore All Filename: drive:\path\filename.txt (type the complete path, or use BROWSE to locate your file to be sent) Press SEND

16. Access Online – Verify file sent successfully • Press the ‘Directory’ button on the left of your screen. Enter the Mailbox ID for the file you sent, then press the ‘directory’ button at the bottom. The next panel you see should show the file that was sent and also an additional file called ‘statfile.nnn’. Notice that the ‘nnn’ in the statfile matches the Batch# associated with the file you sent. The ‘statfile’ indicates that the file was sent successfully. If the ‘statfile.nnn’ doesn’t show up within a minute or two, it means there is an issue with the transmission. A common occurrence is that the Batch Id was not entered correctly. Please verify all the letters and numbers match what was provided.

17. US Bank Help Desk Information • For upload issues - can't connect, no stat file, encryption errors, check file size, resend file, etc. • U.S. Bank Transmissions Help Desk- 800-765-9549 opt 1 - Validate with your transmit or mailbox  ID • For other file or Access Online issues - such as File Rejected email notice, bad content, Access Online errors, etc. • U.S. Bank Access Online Help Desk - 877-452-8083 opt 2 – Validate with your organizational short name and Access Online ID

18. LACP – List AP CC Payments This list will display the US Bank batches created from the check run. It will also display who and when the file was uploaded to gizmo for eventual transmission to US Bank’s data distribution site.

19. Reissue – AP Payments • If the need arises where the Payment Plus payment needs to be resubmitted because the email was never received, the single use card expired, or any other reason. • Access Online allows for the resubmission of the vendor email provided the credit card has not expired. • Access Online allows for the extending of an expiration date provided the credit card has not expired. • If the credit card does expire, Access Online has a facility to recreate the payment instruction file.

20. Reissue – AP Payments (cont) • If the payment has to be reissued in BASIS, a paper check will be issued and sent to the vendor. • Please notify the BASIS team or Financial Affairs as a journal entry will have to be processed to correct the accounting (switching from payment plus to check).

21. Canceling – AP Payments • If the payment has to be canceled in BASIS, all invoices associated with that payment must also be cancelled. • Please notify the BASIS team or Financial Affairs to make sure the payment is still outstanding. • You must verify that the payment is still outstanding on the Bank’s side.

22. Canceling – AP Payments • Once confirmed that the payment is still outstanding, you may cancel the payment using CPI (Cancel Payment Id). Since the system creates a new payment id, you must cancel all invoices associated with it. Note: the new payment id is copied from the canceled payment so it has a payment type of AP. The system will not generate a payment for this payment type. The system determines the type of payment in the check job. All accounts payable payments originate with a payment type of AC.