Introduction

The implementation and usage of Virtual Credit Cards (VCards) in financial transactions can significantly streamline the payment process, offering a secure and efficient alternative to traditional methods such as physical checks or direct bank transfers. The advent of VCards in the USAS Redesign system provides a modern solution for schools and organizations to manage their disbursements. This document serves as a comprehensive guide for creating the necessary files for VCard payments once the feature has been set up and configured within the system.


A. Problem Statement

While VCards offer numerous benefits, organizations may encounter difficulties when transitioning to this new payment method. Common challenges include understanding the setup requirements, correctly generating payment files, and ensuring smooth interoperability between USAS Redesign and the VCard processing platform. Failure to properly navigate these processes can lead to incomplete transactions, delayed payments, and reconciliation issues.


B. Solution

Once the VCard feature has been configured, you are ready to create the files necessary for VCard payments. 

In order to create the files, follow the below instructions:

1. Set the vendors to be paid in USAS Redesign. 

  • Default Payment Type must be set to Check. The Type of Electronic will not properly generate the data VCards require.

  • Email Address needs to be a valid email, but it will not be used to send anything on the VCard side.
  • ACH Active must be checked.
  • Bank Account Number must have the case-sensitive value VCARD.


NOTE: If you do not see the ACH Info section above, your ITC will need to enable access following the steps below.

Go to System and add the ACH Processing Module. From the System menu click the + beside ACH Processing Module.

Please have the ITC also make sure Strategic Solutions' scview user has the following USAS permissions:
USAS_PRIVACY_VENDOR_ACH and USAS_VENDOR     


2. Run checks as normal to create an XML file from Redesign. 

NOTE: When creating the check file, you do not need to check the Print Electronic Checks? box.


3. Under Tools > Checks in MySCView, Use the drag and drop feature or click the Upload button to upload the check file. 

Click here to see the complete check guide which explains the regular check printing process aside from the VCard process.


4. Once the files are imported, the Check manager screen will show all payments for the uploaded file. ACH type will show CPS for VCard payments.


5. When VCard payments show, click on the VCards tab or go to Tools > VCards to process those payments separately from printing your checks. Be sure to filter by Warrant under VCard Type. 


6. Select the VCard payments for which you’d like to generate the file by checking the boxes on the left side of the page.


7. Items that do not have a Payment Status or Last 4 filled out have not yet been processed. For those items,
click the Process VCD button.


8. A pop up will appear to process the payments. You will also have the option to print a VCard summary that will show a total of all VCards that are being processed at this time.


NOTE: There are 2 options for sending funds to REPAY. This is based on how the school's agreement was signed.


Option 1: Allow the funds to be pulled from the school's bank automatically when processing directly through our system.


Click the Process VCard button. When the payment is processed, the last 4 digits of the card number will appear with a payment status showing Payment processed. 

 
Option 2: The school's bank will initiate the funding. There will be an extra button called Download ACH as shown in the screenshot below. Instructions for Account Funding would be created by REPAY and sent to the school by our Support team.

The way the system is set up, the school has 48 hours to provide REPAY with the funds. Once they submit their payment, they need to send their bank the request to send REPAY the total amount of the batch. They need to send the document that is provided by REPAY with their name and account code to their bank so when the funds are transferred, REPAY's bank knows where to apply them. 


Click the Process VCard button. It will display a pop up that says VCards have been processed.

Then click the Download ACH button. Once you see a pop up that says VCard ACH file ready, click the additional Download button. That will create a TXT file for the ACH payment that you will need to save to your computer.

You must upload that file along with your authorization letter to your bank to make sure the funds are allocated to the Account number created for your district.


Please Note: It makes the process easier for the REPAY team when we process multiple checks at a time using the Process VCard button. If you have a file of 5 checks for example, it's best to check all 5 boxes and then click Process VCD > Process VCard.


Once the VCards have been processed, we will see the Payment Status, Last 4, and Processed Date columns update on the Tools > VCards grid.


There are 3 statuses that happen in the order below:


Payment Processed: The system is in the process of sending the data to CPS/REPAY.


Payment Sent: CPS/REPAY has received the data


Cleared: Payment has been completed and the Vendor should have the data.


Remittance emails will go out to the vendors 24 hours after the funding has been received. These are scheduled for 1:00pm daily.


Reconciliation of the Checks:


  1. Under Tools > VCards, check the boxes for which checks you would like to create a CSV file for reconciliation that is used for informational purposes. Then click Reconcile. You can choose between the cleared date or the time since the last download.




       2. You will need to use the Reconciling option in USAS in order to reconcile.


C. Best Practices

To ensure a successful rollout and maintenance of the VCard payment system, consider the following best practices:


  • Ensure all vendors are accurately set up in USAS Redesign with Check as the default payment type, valid email addresses, ACH active selected, and VCARD as the bank account number.
  • Perform regular reviews and audits of VCard vendor setups for accuracy and compliance.
  • Utilize the MySCView platform for uploading check files using the drag and drop feature or the upload button to avoid manual entry errors.
  • Process VCard payments in batches when possible to increase efficiency and decrease the administrative workload.
  • Securely manage the generation and sending of ACH files, adhering to the agreed-upon funding method with REPAY, to ensure timely transfer of funds to the VCard provider.


D. Troubleshooting

If issues arise during the creation or processing of VCard payment files, the following steps can resolve the most common problems:


  • Double-check vendor setup details in USAS Redesign to ensure all required fields are filled out correctly.
  • Confirm that the ACH Processing Module is added and accessible as required.
  • Make sure the check file generation adheres to the specified criteria, omitting the Print Electronic Checks? option.
  • In case of upload issues in MySCView, ensure file compatibility and check for system updates or outages.
  • Contact REPAY support for assistance if there are issues with the fund allocation or if you do not understand the Account Funding instructions.


E. Related Articles

Checks: Overview


Conclusion

Integrating VCards into the payment process can bring about significant advantages in terms of security, efficiency, and traceability of transactions. By following the instructions outlined for setting up vendors, generating appropriate files, and processing payments with diligence, organizations can effectively harness the potential of VCard payments. Adhering to the best practices established and being proactive in troubleshooting can mitigate risks and help pave the way for a seamless financial operation that utilizes the latest in payment processing technology.