Top Credit Card Processing Companies - Excel

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					                        DAILY CALL CENTER & BATCH REG TRANSMITTAL PROCEDURES
                                                      as of 6/28/06
Seq Office        Transmittal Procedure
                  There should be a file copy of the registration form for every student listed on the transmittal with a
                  legible identification number. An additional copy of the registration form is needed for all 3rd party
                  transactions to be processed in the Bursar's Office then forwarded to the Finance Office for billing.
     CEED Call
     Center &
                  All checks should be in alpha order with the check stapled to the top left corner of the Bursar's Office
 1                copies of the transmittals. Registration forms should not accompany transactions other than 3rd party
     CEED
                  for Bursar's Office processing.
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                  Note: Cross off the amount for cash and credit card transactions on the transmittal and include the
                  receipt number for all cash transactions.

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                  A person search in SPAIDEN will be performed for each student to be sure that the ID number, birth
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                  date and spelling of their name is accurate. If more than one ID has been assigned to a student, the
 2                correct ID will be determined by the Call Center Director or the Operations Supervisor in her absence.
     CEED
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                  Birth dates should be checked to verify senior status for senior discounts. Seniors should not be
 3                charged out-of-county fees for state approved courses. Residency should be checked to determine if
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                  out-of-county charges are applicable.
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                  Credit card numbers will be verified by repeating the number and expiration date from the ConedSup
                  registration screen to the student for confirmation. Check numbers will be written on the ConedSup file
                  copies of the registration forms and on the transmittal form in the Comment area of the transaction.
     CEED Call
 4
     Center       Note: Credit card numbers should not appear on any hard copy documents. If a walk-in registration
                  contains a credit card number it must be completely blacked out immediately following the data entry on
                  the ConedSup registration form and verification of its accuracy with the student. Do not cut off the card
                  holder's signature.
                  Charges that are received in the Batch Processing Unit by way of mail or fax will be processed as written
     CEED
                  by the student. When the number is illegible, the student will be called for verification. Check numbers
 5   Batch
                  will automatically be printed on the ConedSup file copies of the registration forms and on the transmittal
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                  form in the Comment area of the transaction.
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                  All scholarships will be processed as 3rd party until further notice and are submitted separately as
 6                indicated in # 10 of these procedures. Discount Waiver paperwork such as disability, employee, national
     CEED
                  guard, etc. should not be processed as 3rd party.
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                                             Approved by Operations Supervisor,
                                                  Call Center Director and
                                            Administrative Operations Coordinator                      Revised on 6/28/06
                      DAILY CALL CENTER & BATCH REG TRANSMITTAL PROCEDURES
                                            as of 6/28/06
                 Registrations that are being covered by Pell Grants must include "Pell Grant" or "Pell Grant includes
                 books" and the program contact's initials at the top right hand corner. Operations Specialist in the CEED
    CEED         Student Accounts area will coordinate this activity with the program area and batch registration.
7   Batch
    Processing   Note: Pell registrations should not be processed as 3rd party to the Bursar's Office or Finance. CEED
                 Operations is responsible for processing the registration as well as notifying the financial aide office
                 when disbursement should be made.
                 The Comment section of each transaction of the transmittal will be used to clarify information provided to
                 the Bursars' Offices and Operations. The following phrases should be used to provide consistency and
                 clear instructions:
                 - 3rd party billing -- submitted on a separate ConedSup transmittal directly to Finance at Dundalk.
                 (Subtract amount from total on the main transmittal to show new balance)
                 - FACTS Partial Payment. Write receipt number on transmittal and subtract transaction amount
                 from the total. If down payment isn't showing on student account -- user will write "Down
                 Payment wasn't applied as of (date) for CEED student account reference.
                 - drop/add difference = $_____. Payment collected should match the balance on the transmittal of the
                 student's drop/add transactions.
                 - Drop. If the student was dropped from the system, cross out the amount. If the student was a 3rd
                 party payment, the drop form should be included with the 3rd party transmittal. {Add this amount back
                 to the total on the transaction)
    CEED Call    - Senior Rate Status. Payment = $______. Operations Supervisor must be notified at time of
    Center &     registration to initiate a manual adjustment to the student's account.
8                (Change amount student was charged and change total on last page of transmittal)
    CEED         - Residency Status Change. Payment = $______. Operations Supervisor must
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                 be notified at time of registration to initiate a manual adjustment to the student's account.
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                 (Change total charged and change total on last page)
                 - Out of County fee missing. Payment = $_____. Letter mailed to the student requesting
                 the balance of $_____.
                 - Refund Due--overpayment. (Add excess amount to total on last page)
                 - SS Waiver discount fee only. Fee Payment = $_____. Tuition waived - fee only.
                 - Check #_____ and amount to be applied. (examples: payment for more than 1 person, payment
                 for charges in 2 different terms, payment for more than 1 course within a term -- there should be
                 a notation for each transaction covered making sure that the amount of the check or charge equals
                 the total transactions). Example: Payment for Prior Term (200470) (Amount to be applied to prior term
                 balance from check payment)

                 **All registrations to be covered by one check should be included on the same transmittal unless
                 2 different terms are involved. When two terms are involved, staple the check to the upper left hand
                 corner of both transmittals.**
                 3rd party requests must include the required documents. Registrations should not be accepted without
                 the approved 3rd party documents (billing requests on letterhead, voucher or PO are acceptable). Refer
                 to the Third Party Company List and Required Paperwork document located on our web site under
                 General Registration Procedures for a list of approved 3rd party companies with requirements.
                 All 3rd party transmittal copies should include the name of the 3rd party company or individual as well as
                 the check # if a check is attached. A copy of the check should be attached to the file copy of the
                 registration.



                                           Approved by Operations Supervisor,
                                                Call Center Director and
                                          Administrative Operations Coordinator                     Revised on 6/28/06
                       DAILY CALL CENTER & BATCH REG TRANSMITTAL PROCEDURES
                                                     as of 6/28/06
                 A credit card from a 3rd party source must be documented in an approval letter for CCBC to use the
                 credit card number.

                 Note: After the credit card number and expiration date is data entered on the ConedSup registration
                 form and verified for accuracy, it must be blacked out on the 3rd party document. The 3rd party
                 document cannot be processed containing the credit card number.
                 A letter stating that a check is being processed is not acceptable.

                 Example: MEDSTAR is not an acceptable 3rd party document. MEDSTAR reimburses the student not
                 CCBC. The student must pay in full at the time of registration and contact MEDSTAR for their
                 reimbursement.
                 It will be assumed that the billing will include out of county charges unless documentation specifically
                 requesting otherwise from the company is included and the student has paid the charges that will not be
                 covered.
    CEED Call
    Center &
                 Note: The student is responsible for out of county fees not covered by the 3rd party.
9                If the 3rd party is to be billed for the cost of books a note "3rd party to include books" should be noted
    CEED         in the comments area of the transaction on the transmittal of the Finance Office copy for clarification. If
    Batch
                 the 3rd party does not include the cost of books a note "3rd party" should be included on the Finance
    Processing
                 Office copy of the transmittal.

                 Note: The student is responsible for book fees not covered by the 3rd party. The student should be
                 referred to the program area if a book voucher is needed for books that will be covered by the 3rd party.
                 Information Specialists should not issue book vouchers to students. The book voucher must contain the
                 approval signature of the director/coordinator or support staff and an expiration date not to exceed 5
                 business days beyond the registration date to assure that the charges will be applied to the student's
                 account before the billing process is completed.
                 Bursar's Office/Operations Student Accounts copies of transmittals with 3rd party transactions should
                 include "3rd Party Transactions Only."
                 Bursar's Office/Finance 3rd party transmittals should be processed as follows:

                 Catonsville -- Bursar's Office/Finance transmittals with all required paperwork should be logged into the
                 transmittal log book before being submited to the Bursar's Office.
                 Owings Mills--send transmittals directly to Catonsville Call Center to be logged into the
                 transmittal book for processing to the Bursar's Office.
                 Hunt Valley--send transmittals directly to Bursar's Office at the Dundalk Campus for processing.
                 A copy of the 3rd party transmittals will be faxed to Catonsville to be logged into the transmittal log book
                 then given to the operations student accounts unit.

                 Note: The ConedSup Registration Session must reflect the 3rd party payment type and the amount for
                 student accounts reference.




                                           Approved by Operations Supervisor,
                                                Call Center Director and
                                          Administrative Operations Coordinator                      Revised on 6/28/06
                       DAILY CALL CENTER & BATCH REG TRANSMITTAL PROCEDURES
                                                       as of 6/28/06
                  Information Specialists will indicate 'CREDIT CARD ONLY" or "CCO"when all of their transactions for
                  the day were credit card.

                  Information Specialists will indicate "CREDIT CARD" or "CC" on the transmittal containing just the
     CEED Call    credit card transactions when they also submitted a transmittal for the same day with checks.
     Center &
10                Information Specialist will indicate "CHECKS ONLY" or "CO" when they processed only check
     CEED         transactions for the day.
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     Processing   Information Specialists will indicate 'CHECKS" or "C" when they also submitted a transmittal with credit
                  card transactions for the same day.

                  Note: These notes are very important to operations student accounts staff to maintain an accurate
                  transmittal log sheet.
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                  Information Specialist should include the check number in the check box on the transmittal to indicate
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     CEED         and describe how the student is paying.
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                  Copies of all form letters informing students of balances due generated by an Information Specialist
                  must be sent electronically to the designated Operation Specialist for follow-up. All form letters will be
                  dated the same date as the transmittal unless otherwise noted.
12 CEED
   Batch
                  Examples: Form letters should be used when a portion of the student's total cost of the course is
   Processing
                  missing such as out of county fees.
                  Daily transmittals should be signed and dated by Information Specialists to include a phone number for
     CEED Call    the campus and off-site location. Signature signifies that each transaction listed on the transmittal was
     Center &     verified against the registration form for accuracy and that the money received as a result of the
                  registration agrees with the transaction amounts on the Daily Transmittal. Adding machine tape should
13
     CEED         be used to complete this process.
     Batch
     Processing   Note: Daily Transmittals will be printed and reconciled each day at designated transmittal time and
                  placed in the corresponding folder as appropriate.




                                             Approved by Operations Supervisor,
                                                  Call Center Director and
                                            Administrative Operations Coordinator                      Revised on 6/28/06
                       DAILY CALL CENTER & BATCH REG TRANSMITTAL PROCEDURES
                                                      as of 6/28/06
                  Transmittals from Catonsville will be separated and processed as follows:

                  CREDIT CARD ONLY -- should be logged by designated Information Specialist at Catonsville then
                  submitted directly to operations student accounts unit. Only the white copy is needed by the operations
                  student accounts unit but must include all required notes and "Credit Card Only" or "Credit Card" at the
                  top of the transmittal. Print one copy on regular paper.
     CEED Call
     Center &
                  CHECKS ONLY -- should be logged and initialed by designated Information Specialist at Catonsville
14                then submitted to the Bursar's Office for payment processing. The yellow receipt copy must be signed
     CEED
                  by a Bursar's Office staff at the time of submittal and immediately returned to the operations student
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     Processing   accounts unit as proof of acceptance by the Bursar's Office. * The yellow receipted copy must
                  include all required notes and the correct label of "Checks Only" or "Checks" at the top of the
                  transmittal.

                  3RD PARTY--will be processed in the Bursar's Office according to # 9 above.

                  * Note: If the operations student accounts unit does not receive the yellow receipt with the Bursar's
                  Transmittals from Hunt Valley and Owings Mills will be separated and processed as follows:

                  CREDIT CARD ONLY -- must be sent directly to the Catonsville Call Center via hand delivery pick-up
                  stations. The Call Center at Catonsville will log the transmittals then submit them to the operations
                  student accounts unit. Only the white copy is needed in the operations student account unit but must
                  include all required notes and "Credit Card Only" or "Credit Card" at the top of the transmittal. Print one
     CEED Call    copy on regular paper.
     Center &
                  CHECKS ONLY -- Owings Mills will interoffice mail the transmittals and checks to the Catonsville Call
15
     CEED         Center to be logged in the transmittal book and processed at the Bursar's Office. The yellow receipted
     Batch        copies from the Bursar's Office will be given to operations student accounts.
     Processing   Hunt Valley will send their check transmittals to the Bursar's Office at Dundalk for processing. Hunt
                  Valley will interoffice the yellow copy to Catonsville Call Center to be logged in the transmittal book and
                  submitted to operations student accounts unit. The yellow copy must include all required notes and
                  the correct label of "Checks Only" or "Checks" at the top of the transmittal.

                  FINANCE 3RD PARTY--will be processed according to # 9 above.

                  If a discrepancy is found during step #8 the senior status, county code and SZADETL form should be
     CEED Call    checked. Prices may have been entered incorrectly. Have the appropriate changes made and revise
     Center &     the registration form and/or the transmittal form accordingly. Total payment collected must always agree
                  with the total charges listed on the transmittal.
16
     CEED
     Batch        Example: If a student should be coded as a senior, go into the system and add the appropriate code. If
     Processing   the code cannot be changed because other registrations already exist, the Operations Supervisor must
                  be informed so that the proper manual changes can be requested in finance.
     CEED Call
17                Separate Daily Transmittal forms will be used for each term.
     Center




                                            Approved by Operations Supervisor,
                                                 Call Center Director and
                                           Administrative Operations Coordinator                      Revised on 6/28/06
                       DAILY CALL CENTER & BATCH REG TRANSMITTAL PROCEDURES
                                             as of 6/28/06
     CEED Call
     Center &     Designated Information Specialist will hand carry all Check transmittals to the Catonsville Bursar's Office
                  and wait for the receipted (signed) yellow copies. Transmittals will be counted before and after they are
18
     CEED         given to the Bursar's Office to verify everything was received. The yellow copy will be logged in the
     Batch        transmittal book and given to operations student accounts.
     Processing
     CEED Call
     Center &     Designated Information Specialist will track the submittal of all users' ConedSup transmittals to include
                  those transmittals that were accepted and receipted by Bursar's Office staff as well as those transmittals
19
     CEED         that did not generate payment information such as drop activity. Each user's transmittal in the system
     Batch        should be accounted for on a daily basis except where otherwise indicated in the procedures.
     Processing
                  All registration forms and copies of 3rd party, scholarships, FACTS and financial aide documents will be
     CEED Call
20                filed and maintained in the Catonsville V003 file room area and will be subject to review by Operation
     Center
                  Specialists during the research of outstanding balances from the Bursar's and Finance Offices.




                                            Approved by Operations Supervisor,
                                                 Call Center Director and
                                           Administrative Operations Coordinator                     Revised on 6/28/06

				
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