RECURRING CREDIT CARDS POLICY

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1 RECURRING CREDIT CARDS POLICY Effective 06/01/04 Revised 04/11/11 OBJECTIVE Standardize the processing of automatic charges to a donor s credit card as a payment option. The donor must submit a signed Authorization for Automatic Credit Card Gifts form to the Gift Records Office. (This form will contain all pertinent credit card information). Each donor s credit card number, expiration date and type will be stored in a secured location. Credit card information is not stored in ANDI. Gift Records will enter a pledge in ANDI with the gift transaction type of PC (Pledge Automatic Credit Card). This transaction type will be used to record pledges in ANDI being paid via scheduled automated credit/debit card charges processed on a monthly basis. Between the 8 th and 10 th of each month, Gift Records will run the CC Payment Batch Submission reports for the month and year specified by the user. The report will look for all active pledges, which meet the following criteria: a. Transaction Type = PC b. Payment schedule indicates a payment is due (and has not been made yet) on any day during the month and year specified by the user. TWO PART REPORT The first part is an Edit report and identifies errors that will cause transactions to be omitted from the batch created in the second part of this report. Modifications should be made to the donor s record to clear the error(s) before creating a batch. The Edit report can be run several times until all errors are cleared. The second part will create a batch with a batch type of C (Credit Card Pledge Payments) and an operator of CCPayBatch in ANDI. This created batch will record a pledge payment for all active pledges, which have a PC transaction type and meet established criteria as specified in the report. Gift Records will process the batch following the procedures below. All exceptions to this policy must be approved by the Executive Vice President and Chief Operating Officer (COO) of the University of Tennessee Foundation, Inc. (UTFI). Adv.Services Policies & Procedures 1

2 RECURRING CREDIT CARDS PROCEDURES Effective 06/01/04 Revised 04/11/11 ELAVON/VIRTUAL MERCHANT CREATING A PROFILE 1. On Virtual Merchant s menu tree, click Credit Card. 2. Click either Recurring or Installments. NOTE: The Installments option is used when there is a set amount of payments. The Recurring option is used when the payments are continuous unless notified by the donor in writing they wish to stop the recurring credit card charging process. (WUOT) 3. On the Credit Card Recurring or Credit Card Installment windows, enter information in the following fields. Note that all fields with a red asterisk are required by Virtual Merchant. Account Data: (Credit Card Number) Expiration Date: (Date the card expires.) Amount: (Amount to be charged each time a payment is due.) Customer Code: (Last four digits of credit card unless a customer code is provided by the donor.) Sales Tax: (Enter zero (0). We do not charge sales tax.) Billing Cycle: (Choose from the drop down how often the donor s whishes to be charged.) Number of Payments: (INSTALLMENTS ONLY-Enter the number of times this amount should be charged to the donor s credit card.) Next Payment Date: (Date the first charge should occur.) ANDIID: (Donor s ID, if both spouses have an ID, use the ID that matches the First and Last Name fields.) Company: (Enter the company s name if using a business credit card.) First Name: (Donor s first name, if both spouses have an ANDI record, use the name that corresponds to the ANDI ID above.) Last Name: (Door s Last Name) Address1: (Enter the donor s house number or P.O. Box number.) Postal Code: (Enter the first five digits of the donor s zip code.) 4. Click Add. 5. A response page will appear. Print one copy of this response page. 6. In the top right hand corner of the Response page, write the following information. Donor s Name (Last Name, First Name) ID (Donor s ANDI ID number, including spouses ID if applicable.) Pledge Number Pledge Allocation and Athletic Drive Year if using an Athletic allocation. 7. Scan the Response page and save it in the appropriate folder located at Adv.Services Policies & Procedures 2

3 VIRTUAL MERCHANT Recurring credit card charges are processed according to the payment date established when a profile is set up in Virtual Merchant. When the automatic settling process occurs nightly in Virtual Merchant, the first step is for recurring credit card payments to be identified and processed. The Gift Records office is made aware of the successful recurring transactions when the deposit processor prints off the settlement report. These transactions will be included in the deposit even though they have not been entered in ANDI yet. The Recurring Credit Card processor will generate a spreadsheet of settled recurring credit card transaction using the following procedures. 1. Click on the plus sign located next to Settled Batches. 2. Click on the word, Main, from the drop down. 3. Click on the appropriate Settled Date. 4. If other user processed credit cards on this day, click Search. 5. Change the Date From field to be the same as the Date To field. 6. Enter the User ID of, Recurring. 7. Click Search at the bottom of the search criteria box. 8. When the results appear, click Reports. 9. Change the View As field to CSV. 10. While pressing the Control button on your keyboard, click the Generate Report button. 11. Continue pressing the Control button until a File Download box appears. 12. Click Open in the File Download box. 13. A Microsoft Office Excel box will appear notifying you that the file is in a different format than specified by the file extension. Click Yes. 14. The only columns to keep are a. Tran Date b. Account Data c. Amount d. Card Description e. ANDI ID Delete all other columns. 15. Add a column for Last Name and a column for First Name after the ANDI ID column. 16. Click File Save As and save to the P2 drive. 17. Highlight and copy the ANDI ID column including the column heading. 18. Open a blank spreadsheet and paste the ANDI ID column in. 19. Save file to the Recurring folder on the P2 drive with a Save as type of Text (Tab delimited)(*.txt) ANDI CLIPBOARD 1. In ANDI, Click the Clipboard icon on the task bar. 2. Under Original Clipboard, click Entity. 3. Make sure the clipboard is blank. 4. Click the Import IDs icon on the task bar on the left side. 5. In the File For import box, locate the ANDI ID text file. 6. An Import IDs to Clipboard box will appear. Click Yes. Adv.Services Policies & Procedures 3

4 7. An Import Ids box may appear. If so, Click OK. 8. Click the Save icon on the task bar on the left side. 9. A Clipboard Save box will appear. 10. In the Name field, enter a name. 11. Click the Save icon on the side task bar. 12. A Save ID List box will appear stating the list has been saved. Click OK. 13. Close the Clipboard window. 14. In the Reports menu, choose LEGO Reports-Clipboard. 15. From the drop down, find the clipboard you just saved. (usually located at the bottom) 16. Make a note of the Clipboard number assigned to your clipboard ANDI reporting, attaching the Settled Recurring spreadsheet, asking them to populate the Last Name and First Name columns using Clipboard number. 18. When Reporting sends the finished spreadsheet back, sort it by Last Name then print. ANDI CC PAYMENT BATCH SUBMISSION REPORTS 1. From the Reports menu, choose the CC Payment Batch Submission report. 2. Click the Check box located next to Run an Edit Report for the Specified Month Below. 3. In the Date (YYYYMM) field, enter the current year and month. 4. Click Retrieve and print the report. 5. Locate any errors and make any appropriate changes to the donor s record. a. Previous Unpaid Rows In the pledge payment schedule locate the previous unpaid row and change the date to be the last payment on the pledge. b. Lost or Inactive Donor s Correct address information and change the entity s status to Active. Deceased Donors-Determine if the pledge needs to be cancelled or moved to a spouses record and modify the pledge accordingly. 6. Rerun Edit Report until all errors have been cleared up. 7. Click the Check box located next to Create a Credit Card Payment Batch for the Month Specified. 8. In the Date (YYYYMM) field, enter the current year and month. 9. Click Retrieve and print the report. 10. File both reports in with your batch backup. BATCH PROCESSING IN ANDI 1. In Batch Control find the batch just created. a. Batch Type is C (Credit Card Pledge Payments) b. Net sum of receipts is the total amount of pledge payments included in the batch. c. Net sum of pledges is zero. d. Date added is the date the report is run. e. Batch Operator is CCPayBatch. 2. In the Ledger, for each pledge payment: a. The processor will review each payment row and make any necessary changes. Some of the changes the processor will need to make are Adding the Athletic Drive Year to the Ref2 field if applicable. The Tender V (Visa) is defaulted into each payment row because it is the most frequently used credit card type. The processor will need to change the tender to R (Discover) or M (MasterCard) if applicable. Pledge payment amounts may need to be adjusted to match the amount actually charged to the donor s credit card. Adv.Services Policies & Procedures 4

5 If charged amount over pays the pledge amount, create a gift row for the difference. Recognition Credit Calculations b. Record and receipt dates are the date the report is run. c. Receipt numbers are systematically assigned. 3. Compare the Settled Recurring spreadsheet to the ANDI batch to locate any differences in charge amounts and determine if the tender type needs to be changed from Visa. 4. After all modifications have been made in the ANDI batch and the batch total balances with the Settled Recurring spreadsheet total, close the batch. 5. Official receipts are generated and distributed to the donors per standard procedure. DECLINED RECURRING TRANSACTIONS VIRTUAL MERCHANT 1. Click on the plus sign located next to Current Batches. 2. Click on the word, Error, from the drop down. 3. Click Search. 4. In the Date From and Date To fields enter the appropriate date. 5. Enter the User ID of, Recurring. 6. Click Search at the bottom of the search criteria box. 7. When the results appear, click Reports. 8. Change the View As field to CSV. 9. While holding down the Control button on your keyboard, click the Generate Report button. 10. Keep holding the Control button until a File Download box appears. 11. Click Open in the File Download box. 12. A Microsoft Office Excel box will appear notifying you that the file is in a different format than specified by the file extension. Click Yes. 13. The only columns you need to keep are a. Tran Date b. Account Data c. Amount d. Card Description e. ANDI ID Delete all other columns. 14. Add a column for Last Name and a column for First Name after the ANDI ID column. 15. Look up the ANDI IDs in ANDI and manually add the donor s names to the spreadsheet. 16. Click File Save As and save to the P2 drive. 17. Print the spreadsheet. 18. Contact all the donors. If unable to speak to donor(s), leave a message or send an . Make a note of the date and what type of message you left ( , voice mail, etc.). 19. Adjust profiles accordingly with information supplied by the donor. Change the next pay date to the date you update their information unless otherwise directed by the donor. REFUNDS Follow the instructions for Credits located in the Credit Card Processing procedures. Adv.Services Policies & Procedures 5

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