U.S. Bank Payment Controls

Transcription

1 For Small Business Owners Company-level Training Guide

2 Introduction to U.S. Bank Payment Controls... 3 First-time Login... 4 Challenge Questions/Answers...7 Password Requirements...7 Forgot Your Password...8 Forgot Your Address/Login ID Change Your Address/Login ID Forgot the Answer to Your Security Questions My Profile Add a New Card Managing Your Real Card(s) (RCN) Access a Card Set/Edit Real Card Controls and Mobile Alerts Set Purchase Controls Set Budget Controls Copy Controls to Other Cards Reporting/Analysis Alert History Purchase History Spending vs. Limits Page 2

3 Introduction to U.S. Bank Payment Controls Controlled spend is critical for small businesses, and existing card solutions often lack the controls business owners demand. This tool lets a small business owner extend card payments to employees and set an extensive set of authorization controls to determine exactly how, when, and where each employee s card can be used. With U.S. Bank Payment Controls, you can minimize your company's risk, while giving your employees the freedom to use their business credit card appropriately. This service easily lets you individually customize your employee's business credit cards to control where, when and how they use them. U.S. Bank Payment Controls allows you to limit employee card use by: Time of day or day of week Geographical area Certain merchant types Dollar amount Transaction type Block certain types of transactions or simply choose to be alerted in real time when certain types of transactions are made - either way, you're in total control* and can rest easy knowing that you're safeguarding against fraudulent activity. *Transactions are blocked based on how merchants classify their business. As U.S. Bank cannot control how merchants choose to classify their business, U.S. Bank cannot guarantee a transaction will be blocked. This tool is easy to navigate, and the dashboard view on the Home screen gives you quick information without having to dig. Page 3

4 First-time Login To access the application, you will need to setup a new User Profile. 1. Access the following URL for U.S. Bank Payment Controls: 2. On the Login page, you will see a section titled Don t have an account yet? Click the Sign Up button. Page 4

5 3. You will be prompted to create a new User Profile by providing the following information: a. Name Enter your first and last name b. address Your address will be your user ID c. Password Password must have at least 8 characters, contain letters and numbers, but no special characters. It is case-sensitive and will not expire. d. Answers to two security questions These are used when you log in, as well as in the event that you forget your password. e. Captcha Enter the phrase or numbers in the Captcha picture. f. Terms & Conditions Agree to the Terms and Conditions and Privacy Policy. Then click Next. Page 5

6 4. An confirmation will be sent to the address that you entered on the registration form. 5. Click the link to return back to the Login page to complete the registration process. Enter your Address and Password to login. Page 6

7 Challenge Questions/Answers You must select two challenge questions and answers the first time you set up your User Profile. These questions/answers are very important and you will want to answer them in such a way as to not forget your answers. You will be prompted with these questions when you log into the tool, as well as if you forget your password. Password Requirements Password must have at least 8 characters, contain letters and numbers, but no special characters. Passwords do not expire. Passwords are case-sensitive. Page 7

8 Forgot Your Password If you forget your password, here is what you can do: 1) On the Login page, click Forgot Password link and enter your address in overlay window. Page 8

9 2) You will receive an with a link to reset your password. Click it or copy/paste into your web browser. That will take you back to the Login page. Page 9

10 3) In the overlay window, you will be asked to answer one of your security questions, if you have already added a card to your User Profile. 4) Enter and confirm your new Password. Page 10

11 Forgot Your Address/Login ID If you don t remember the address associated with your User Profile (and cannot figure it out), the only option is to remove your card(s) from the system and start over. Call U.S. Bank at to complete that process. Once that is done, you can re-register with a different address and add your card(s) again (the controls on your card(s) will need to be setup again, as well). Change Your Address/Login ID Here are some scenarios where you might need to change the address/login ID associated with your User Profile (e.g., a different person takes over the card administration responsibilities). The process to follow would depend on the situation: If the original user is available to login, he/she would do so and simply change the Login Address (and security questions, most likely) on the My Profile screen (top-right corner of every page after logging into the website). The new user can then use the Forgot Password functionality on the Login page to reset the password and take control of the account. If the original user is not available, but new user or the company has access to the original user s account (i.e., the username and password), he/she would simply login to change the Login Address, Password and Security Questions on the My Profile screen. If the original user is not available, but new user or the company has access to the original user s account, he/she would use the Forgot Password functionality on the Login page to reset the password and take control of the account. If none of the above options are possible, call U.S. Bank at to have them delete all of the cards so that you can create a new User Profile and add the cards to that new account. Forgot the Answer to Your Security Questions If you provide an incorrect answer, you will receive an error message stating, The answer you provided is not correct. If you enter an invalid answer five times, an error message is displayed and you will not be allowed to log in for 20 minutes if you remain in the same browser session. If you still cannot remember your answer, contact U.S. Bank at Page 11

12 My Profile At any time, you can change your user profile information. Simply click My Profile in the upper right of the screen. Page 12

13 Add a New Card Once you setup a User Profile, you will be able to add your cards to the website. 1. Click the Add New Card button in the My Cards section of the Home screen, or you can select it from the Cards menu. Your card number, expiration date and CVC2 code will determine its eligibility. Other cards will need to be added in step 4 (as a Linked Card ). Page 13

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15 To validate that the card is yours, you will be asked to enter a Single-Use Code, which will be provided to you by calling U.S. Bank Cardmember Service at Page 15

16 2. U.S. Bank has a process to link additional cards to one that you just entered (or to one already in your User Profile), and they will be presented to you in the Add Linked Cards window. You can simply select the additional card(s) that you want to manage, click the > button (or the >> button to add all Linked Cards), and then click Next. You will not need to validate/authenticate each card. Page 16

17 3. A confirmation page appears, listing all of the cards that you have successfully added to your account. You can click the link of one of the cards to set its controls (see Set/Edit Real Card Controls section), add another card to your User Profile, or close the window to be redirected to the Home screen. Page 17

18 Managing Your Real Card(s) (RCN) Once your card(s) have been registered in the tool, there are a few different ways you can access them to manage spending and controls. Access a Card From the Cards menu, click the Manage Card button to see all registered cards. Tip: Also from here, you can simply click on one of the card names displayed this will take you directly into a screen to manage that specific card s controls. Page 18

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20 You can also simply click See all cards in the My Cards section of the Home screen. Either selection will take you to the Registered Cards screen, which displays all registered card products. Page 20

21 Use this icon to edit the card nickname, expiration date, and alert preferences, such as language, time zone, addresses and mobile numbers. Card Nickname the alias that displays in the menus and Card screens. Set or modify the card nickname to easily tell the difference between cards, and how they are being used. You can change the Nickname for a specific real card here. Alert Preferences set Alert language preference and Time Zone default for Time of Day control. Page 21

22 Alert Destinations the address you entered when you registered your first card displays and is the default for all cards added later. You can change the alert destination address and SMS mobile number for a specific real card here. Once you edit the card-specific address or SMS mobile number, this becomes the destinations used for any future alerts for your cards. Replace this card This feature is currently unavailable. In the event of a lost or stolen card, please contact U.S. Bank Cardmember Service at the number located on the back of your card. Delete this card click this button to delete the card from the Payment Controls application. Use this icon to view the Purchase History screen for this card. For more information on viewing Purchase History, see Purchase History. Use this icon to view the Alert History screen for this card. For more information on viewing Alert History, see Alert History. Click this button to view the Controls screen and edit the rules for this card. For more information on managing controls, see Set/Edit Purchase Controls. Page 22

23 Set/Edit Real Card Controls You have the ability to control how your employee cards are used you can set spending limits and even block unwanted purchases. To set or edit the purchase or budget controls for a card, select Manage Cards under the Cards tab, then click the Edit Controls button for the desired card. and Mobile Alerts At the top of the screen, indicate whether you want or text message alerts if spending limits are exceeded for this card. They are both optional. To receive alerts to your mobile device, check the box next to the cell phone icon. You can then use the pencil to edit the phone number that will receive the alerts. To receive alerts to an address, check the box next to the envelope icon. You can then use the pencil to edit the address that will receive the alerts. Set Purchase Controls Purchase controls allow you to set blocks and alerts for individual purchases, online purchases, purchases outside of specific geographic areas, and purchases made during specific times of day. These controls are optional. To enable/disable a control type, click the On/Off icon. There are four types of Purchase Controls available: Large Purchase set single-transaction alerts and/or blocks for any transaction, regardless of the transaction type (cardholder present, telephone, online, etc.). Note: if you set Large Purchase to one value and the Online or Phone setting to a different value, the Large Purchase will take precedence. Page 23

24 Enter an amount at which you want to be alerted if a transaction exceeds that amount. The alert will go to the mobile device and/or the address you have set for this card. Enter an amount at which you want the transaction declined (with an alert). If a transaction exceeds this limit, the transaction will be blocked and the Block Alert will be sent to the address or mobile phone number that you want to receive the alert at. You would only receive one Alert for a given transaction. If you leave either field blank, that indicates that you do not want to set an alert or a block & alert threshold. Online or Phone Purchase set single-transaction alerts and/or blocks for transactions placed online or over the telephone. Enter an amount at which you want to be alerted if a transaction exceeds that amount. The alert will go to the mobile device and/or the address you have set for this card. Enter an amount at which you want the transaction declined with a subsequent alert. In the example above, if a transaction is attempted for $110 and the transaction is placed either online or over the phone, the transaction will be declined and you will receive an alert. If you leave either field blank, that indicates that you do not want to set an alert or a block & alert threshold. Note: if you set Large Purchase to one value and the Online or Phone setting to a different value, the Large Purchase will take precedence. Page 24

25 International Purchase set real-time alerts on purchases that occur inside or outside of countries designated by you. 1. Select either Alert me or Block & Alert me. 2. Select where you want to keep a closer eye on international spend by selecting either outside of or inside of specific countries. 3. You will then pick the specific country or countries by typing their names into the search box and clicking on the country of your choice. In the following example, let s say the company is a Canadian company. They want to block any spending on this card outside of Canada. So they set a block on any purchase that is made outside of Canada. Or, maybe that same company wants to allow international transactions, except for within the Bahamas and Barbados. They could set it up as follows. Page 25

26 Time of Day use the Time of Day control to alert you during times when you know this card should not be in use. For example, extend spending power to your staff without worrying about unwanted late night purchasing, or restricting a delivery driver from using his or her card during a scheduled lunch hour. 1. Select either Alert me or Block & Alert me. 2. Pick your time zone. Your list of time zones may be different from what you see in this example, depending upon your issuing bank s setup. 3. You have the option to pick preset timeframes. In the example above, the company customized their approved purchasing times to 6 a.m. to 11 p.m. Central on Monday through Saturday, with a restricted purchasing time of 8 a.m to 6 p.m. on Sundays. By picking Work Hours from the preset dropdown, however, the approved times changed to 8 a.m. through 6 p.m., Monday through Friday only. Page 26

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28 They could, however, customize even more after selecting a preset timeframe, then using the grabbers to modify specific days/times: 4. Use the Flip Approved Times button, if needed, to change the approved times to unapproved. Page 28

29 Set Budget Controls Budget Controls enable you to set blocks and alerts by the individual purchase categories shown below. You can also set controls and alerts for total spending on this card. You can set budget controls on a daily, monthly or yearly basis. There is a tab available for each timeframe, and each must be set up separately. (In this example, the issuer decided to only provide Monthly and Quarterly options to their cardholders.) These controls are optional. To enable/disable a control type, click the On/Off icon. There are several types of Budget Controls available: Total Spending enables you to control a value on ALL your transactions (regardless of category), up to your specified amount within your defined time period. This is not an aggregate of the category spending limits discussed below. Those must be set separately. Enter an amount at which you want to be alerted if total spend on this card exceeds that amount. The alert will go to the mobile device and/or the address you have set for this card. Enter an amount at which you want any transaction declined, with a subsequent alert, once the card s total spend exceeds that amount. If you leave either field blank, that indicates that you do not want to set an alert or a block & alert threshold. Page 29

30 Category controls set controls around spend categorized within specific spending categories. Enter an amount at which you want to be alerted if total spend on this card during a time period within the specific category exceeds that amount. The alert will go to the mobile device and/or the address you have set for this card. Enter an amount at which you want any transaction categorized within that spend category declined, with a subsequent alert, once the card s total spend within that category exceeds that amount. If you leave either field blank, that indicates that you do not want to set an alert or a block & alert threshold. Block and Alert All Purchases you also have the option to block all transactions, regardless of transaction amount, within the spend category by clicking Block and Alert All Purchases. That means all transactions categorized as dining or restaurants will be declined and you will be alerted, regardless of the transaction amount. Page 30

31 Once you click Block and Alert All Purchases, the hyperlink changes to Unblock all purchases. If you click Unblock all purchases, a message will display, indicating that you are turning off all control for this spend category. If you want to have some controls set up around this category, you can turn the control back on and reset the thresholds. Page 31

32 Copy Controls to Other Cards Because it can take some time to set up contact information for alerts, purchase controls, and budget controls across various timeframes, you can easily copy the controls you ve set up for one card to the rest of your cards. This copy alert function will only work if you have alerts set on the first card. If there are no alerts set on the first card, there are no alerts to copy so the feature will not work. 1. Click Copy alerts button. Page 32

33 2. Check the card(s) to which you want to copy controls, then click Copy. Page 33

34 3. You will be prompted to confirm that you do, indeed, want to copy the controls from this card to another. Click Yes, Copy to confirm, or No, Cancel to cancel the copy. 4. If you select Yes, Copy, you will receive confirmation that the controls were copied. Page 34

35 Reporting/Analysis To help you more closely analyze your cardholders spend and purchasing activities, the application provides several reporting mechanisms. From the Reports tab, you can access Alert and Purchasing history, as well as analyze actual spend versus your budget limits. Alert History To access the Alert History screen, select Alert History from the Reports tab, or you can click See all alerts within the Recent Alerts section of the Home screen. The Alert History screen displays all alerts for all cards for the past 60 days. Page 35

36 To view alerts for a single card, use the dropdown menu to select a specific card. If you select a specific card, you can click the see controls here hyperlink to go to the Controls screen for that card. You can hide the graphic by clicking Hide visualization. To redisplay the graphic, click Show visualization. Page 36

37 You can change the sort order of the information by clicking on any of the column headers. Purchase History To access the Purchase History screen, select Purchase History from the Reports tab, or you can click See all purchases within the Recent Purchases section of the Home screen. The Purchase History screen displays all purchases both pending and completed for all cards for the past 60 days. Page 37

38 You can hide the graphic by clicking Hide visualization. To redisplay the graphic, click Show visualization. You can change the sort order of the information by clicking on any of the column headers. The column headers in the Pending and Recent Purchases section operate independently. Page 38

39 Spending vs. Limits This report shows your current spending where you have set budget controls. From the Reports tab, select one of the timeframe buttons Under Spending vs. Limits to go to the desired screen. Note, your selections may differ. Once the Spending vs. Limits screen displays, you must select one of your real cards to analyze. The information displayed is dependent upon how the controls for that card were set up. Page 39

40 Because This Month was selected under the Reports tab, that is what displays by default on-screen. Once you are in the report, you can select the This Quarter tab to look at information based on the quarterly controls you set up. If you want to change either monthly or category limits for a card, select Edit Controls. As you can see in the following screen shot, the information for one card is different from the other because of the way the budget controls were set. Page 40

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