Compass PaySourceCard Payroll Card

Transcription

1 TREASURY MANAGEMENT Compass PaySourceCard Payroll Card Employer User Guide

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3 Table of Contents Welcome Kit Contents 2 Generating Employee Participation 4 How it Works 5 Your Obligations to BBVA Compass Regarding the Customer Identification Program (CIP) 6 Optional Instant Issue Card Feature 8 Handling Returned Funding Entries 9 Helpful Tips 9 BBVA Compass Holiday Schedule 9 Employee Frequently Asked Questions 10 Contact Information 11 TM C Rev. 06/12

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5 Welcome Kit Contents Your Welcome Kit comes with several items designed to assist you in promoting the Compass PaySource Card to your employees. This section describes each item and explains how it can best be used. Should you require additional supplies, please reference the back of this guide for employer contact information. Employee Brochure Description: This 15-page informational guide is written in both English and Spanish and explains how the Compass PaySource Card works. It outlines the benefits associated with the card. A Consumer Privacy Disclosure is also included in the back of the brochure. Recommended Uses: This guide is an excellent tool to give any employee who may be a candidate for or who has expressed interest in the Compass PaySource Card. Not only will this guide assist the employee in making his or her decision, it serves as a handy reference for how to use the card. Suggested uses include: Distribute to employees during your initial enrollment campaign Place the brochure in a prominent area, such as in a breakroom or lunchroom Give a copy to new hires during employee orientation Tent Card Description: This 5 x 7.5 tabletop display is an excellent way to generate employee interest. Each card is printed in English on one side and Spanish on the other. Recommended Uses: Place the tent cards in prominent areas, such as the breakroom, lunchroom or on top of the time clock. 2

6 Poster Description: This 20.5 x 14 poster is an excellent way to generate employee interest. Each poster is printed in English on one side and Spanish on the other. Recommended Uses: Hang Compass PaySource Card posters in the employee breakroom, in the Human Resources area, where employees pick up their checks and near the time clock. Personal Register Description: This 2.5 x 3.5 booklet is similar to a check register. Your employees can use it to record Compass PaySource Card transactions. A pocket is included in the front to hold and protect the card. Recommended Uses: Give a Personal Register to your employees upon enrollment. Employee Orientation DVD or Video Description: This 10-minute DVD or video outlines the benefits of the Compass PaySource Card and explains how to use the card on a daily basis. The first five minutes are in English; the last five minutes cover the same information in Spanish. Recommended Uses: This DVD or video is an excellent companion for Compass PaySource Card enrollment campaigns. Order a copy of the video for each of your company s locations so that new hires can view it during employee orientation. 3

7 Announcement Flyer Description: This x 8.5 piece is written in English and Spanish and highlights the benefits of the Compass PaySource Card. Recommended Uses: Attach the flyer to your employees pay stubs or include it in their pay envelopes to announce or remind them that you offer the Compass PaySource Card as an alternative to paychecks. Compass PaySource Card versus Direct Deposit of Payroll Flyer Description: If your company offers both the Compass PaySource Card and Direct Deposit of Payroll, then this flyer is a valuable tool. This 3.75 x 8.5 piece highlights the advantages of and differences between these two alternatives to paychecks. Recommended Uses: Set this piece next to the Compass PaySource Employee Brochure so that your employees can compare the two options, or provide it to your employees with their paycheck or paystub. Generating Employee Participation Listed below are some suggestions to increase employee participation in your Compass PaySource Card campaign. Attach the announcement flyer to your employees paystubs. Hang the Compass PaySource Card posters in the employee break room, in the Human Resources area, where employees pick up their checks and near the time clock. Place employee brochures in a prominent area, such as the lunchroom or near the vending machines. Place the tent cards in breakrooms, on top of the time clock and on lunch tables. Discuss the Compass PaySource Card when you discuss pay options for new employees. Ask for feedback from employees who have used the Compass PaySource Card and share it with your employees. 4

8 Promote the Compass PaySource Card as a new benefit for your employees. Show the Employee Orientation DVD or Video to new employees during orientation. Show the Employee Orientation DVD or Video to employees during the initial enrollment campaign. Consider offering employees an incentive to enroll in the Compass PaySource Card program. This incentive may be loaded onto employees cards. Contact your local Treasury Management representative for additional ideas. How it Works The steps listed below explain the process for getting your employees established on the Compass PaySource Card service. The steps required to credit your employee s pay on the card are also included. 1. Provide each interested employee with the Employee Brochure entitled Make payday even better. This informational guide will assist the employee in making a decision about the Compass PaySource Card and serves as a handy reference guide for how to use the card. 2. Enter or load required employee enrollment information online via the Visa Prepaid Administration Tool (PAT). For more information, please refer to the PAT Training Manual. The welcome letter included with your Compass PaySource materials contains your initial User Name and Password for PAT. 3. When you complete enrollment, obtain a cardholder account number for the enrolled employee via the New Cardholder Accounts Added report or Payroll Cardholder List report on PAT. You will need this number to credit the employee s net pay to the Compass PaySource Card. The cardholder account number is for the sole purpose of making direct deposits to the card and should not be disclosed to the employee. 4. Give each employee a Compass PaySource Card Personal Register to record his or her Compass PaySource Card transactions. 5. Inform the employee of the date he or she can expect to begin receiving his or her pay on the Compass PaySource Card. It takes 5-7 business days from the time of enrollment for your employee to receive the card in the mail. Please do NOT fund the card sooner than that or your employee may not have access to his or her pay. 6. Remind your employee to activate their card upon receipt and select a Personal Identification Number (PIN). Employees may do so online at or by calling Upon activation, employees will also be asked to select a password for future online or telephone access. 7. Set up the employee in your ACH file. You may establish the employee in the same file. a. Enter the employee s information in your ACH file. b. Set up the transaction as a checking account credit. 5

9 c. Use as the routing number in the routing number field. d. Enter the Cardholder Account Number in the account number field. Note: Be sure to use the entire cardholder account number. Failure to include the entire number will result in the item being returned and the employee s pay not being credited to their Compass PaySource Card. 8. Transmit your ACH file to the bank for processing. a. If you send your ACH file to BBVA Compass for processing, the file must be received by Compass Bank no later than 6:00 p.m. Central Time at least one business day in advance of payday. If the ACH file is received in a timely manner, your employees should receive their pay around 8:00 a.m. Central Time on payday. b. If you send your ACH file to another bank for processing, please follow that bank s processing deadlines. If you send your ACH file at least one business day in advance of payday, we should receive items at BBVA Compass on payday, and your employees should receive their pay around 8:00 a.m. Central Time on payday. Your Obligations to BBVA Compass Regarding the Customer Identification Program (CIP) Every time you enroll an employee, there are several things you have to do: (1) provide the notice referenced below to the employee; (2) collect the identifying information described below from the employee; and (3) verify the identity of each employee. You can not enroll anyone in the Compass PaySource Card who is not an actual employee or an agent and who does not provide the identifying information identified below. 1. The Notice that you have to give to employees is: CUSTOMER IDENTIFICATION PROGRAM NOTICE Important Information About Opening a New Account To help the government fight the funding of terrorism and money laundering activities, federal law requires all financial institutions to obtain, verify, and record information that identifies each person opening an account. Prior to establishing a new Compass PaySource Card account with BBVA Compass, the Bank generally must obtain your legal name, physical residential street address, date of birth, taxpayer identification number or other identifying number (e.g., Social Security number or employer identification number) and other information that will allow the Bank to identify you. The Bank also may ask to see documentation verifying your identity, such as an unexpired driver s license or passport. With the Compass PaySource Card, your employer may request this information on behalf of the Bank during the card set-up phase. With respect to the Compass PaySource Card, this notice will be prominently displayed in the Compass PaySource Card Employee Brochure to be provided to Employer by BBVA Compass as part of the pre-enrollment packet. Employer can satisfy this part of the Agreement by providing a copy of the Employee Brochure to each employee at or prior to enrollment. 6

10 2. You have to collect the following information prior to setting up the account: a. Employee name. You have to obtain the employee s full legal name and record it in the name field of the online Cardholder Profile screen. b. Employee address. You have to obtain the employee s current residential street address, military P.O. Box or, in the event that the employee does not have a current street address or military P.O. Box, the street address of the employee s next of kin or of a contact person, and record it in the address field of the online Cardholder Profile screen. c. Employee identification number. You have to obtain the following identification information from the employee, which you must record on the online Cardholder Profile screen: For a U.S. citizen, a social security number; for a non-u.s. Citizen, a taxpayer identification number, passport number (along with the country of issuance), or an alien identification card number or the number and country of issuance of a government issued identification card which shows the employee s nationality or residence and contains a photograph or similar safeguard. d. Employee date of birth. You have to obtain the employee s date of birth, and record it on the online Cardholder Profile screen. 3. You also have to physically verify the employee s identity. a. Verification methods. You must use the following method to verify the identity of employees on all Compass PaySource Cards: i. Comparison of I.D. documents: Each employee must be required to present a government issued photo I.D. containing a unique identification number. You must compare the information contained thereon to one or both of the following: ii. Comparable information already on file; and/or iii. Information presented orally by the Employee in response to the Employer s request for the name, street address, date of birth, or taxpayer identification number during the Cardholder Profile screen entries. b. If you cannot form a reasonable belief as to the identity of an employee, you must: i. Decline to enroll employee for a Compass PaySource Card. If the employee is unable to resolve any discrepancies in his/her identifying information, the Compass PaySource Card will be declined and you must notify the BBVA Compass BSA Department at Methods you can use to resolve discrepancies include; obtaining a satisfactory explanation from the employee; obtaining additional documentation from the employee or a 3rd party; or the use of a 3rd party database. ii. Use of account pending verification. The employee will not be able to use the account unless and until you has completed the verification. iii. Closure of an account. You are required to report any suspicion of fraud, including 7

11 identity theft, relating to any Compass PaySource Card to BBVA Compass BSA Department for investigation. In the event that the Bank determines that, after a Compass PaySource Card has funded, there was no basis for you to develop a reasonable belief as to the identity of the employee, the Bank, in consultation with the Legal Department and Compliance Department, will determine what action is required. This will include a determination of whether the Compass PaySource Card account should be closed. 4. Record-keeping For all funded Compass PaySource Cards, you must preserve a description of the resolution of any discrepancies for five years after the Compass PaySource Card is closed. Optional Instant Issue Card Feature If you have chosen the optional instant issue card feature, you may immediately provide employees with a temporary, non-personalized Compass PaySource Card. Even though the card does not contain the employee s name, it may be used exactly like a personalized Compass PaySource Card. Each designated location will receive an initial supply of non-personalized cards as requested, not to exceed 500 cards per location. Each location must use reasonable controls to ensure the protection of their card stock. At a minimum, cards must be stored in a locked area with limited access when not actively being distributed to employees. We also suggest that you maintain a log of card numbers and periodically review it to ensure that the cards on hand match the log. Any discrepancies should be reported to BBVA Compass immediately by calling When issuing a non-personalized card, select the next Compass PaySource Card in card number order and enter or load the required card and employee information online via PAT. For more information, please refer to the PAT Training Manual. Instant issue cards may be funded as early as the day after issuance via your normal direct deposit process. When an instant issue card is funded twice, a personalized Compass PaySource Card will be automatically sent directly to your employee. Once the employee activates the personalized card, the instant issue card can no longer be used. The cardholder account number remains the same, so you do not need to change your direct deposit file. There are two card reordering options. If you selected automatic reorder, when the number of cards on hand reaches the specified minimum threshold, a card reorder will be automatically sent directly to that location. You will be notified via when this occurs. If you selected manual reorder, when the number of cards on hand reaches the specified minimum threshold, you will receive an notification. To release the reorder, you must approve it via PAT. The reorder will not be sent until approved. In addition, you may request a reorder via PAT at any time. 8

12 Handling Returned Funding Entries If an employee s ACH funding entry for his or her Compass PaySource Card is returned, you should be notified. 1. If you send your ACH file to BBVA Compass for processing, we will include the returned entry on your ACH Return report. For more information, please refer to the ACH User Guide. 2. If you send your ACH file to another bank for processing, the returned entry should be reported to you in the same manner as any other returned ACH entry. Helpful Tips Listed below are some important tips to help make your Compass PaySource Card program a success. Be sure to transmit your Compass PaySource Card funding file in a timely manner as described on page 6. You may include your Compass PaySource Card transactions with your existing Direct Deposit of Payroll file. For customers who process ACH payroll files at BBVA Compass: Your ACH Return Report is generated two business days after payday. You may elect to receive your ACH Return Report via mail, fax or Compass e-access. Be sure to use the entire cardholder account number when establishing your employee in the ACH funding file. Also, be sure to use transit routing number and set up the transaction as a checking account credit. Be sure to take bank holidays into account when planning your file transmission activities. A holiday schedule is included in this guide. Visit jsp to download the latest copy of BBVA Compass user guides. BBVA Compass Holiday Schedule BBVA Compass holidays should be taken into consideration when you are establishing transmission dates for your Compass PaySource Card transactions. BBVA Compass business days are Monday through Friday, excluding the holidays noted below. Listed below are some important things to keep in mind when establishing an effective date for your Compass PaySource Card files: Files should not have an effective date that falls on a weekend or BBVA Compass holiday. 9

13 If you require Compass PaySource Card transactions to settle on the day prior to the holiday, be sure to add an additional business day to the file transmission schedule. This will ensure that the employee has use of the funds during the holiday. BBVA Compass observes the following holidays: New Year s Day Martin Luther King, Jr. Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day Employee Frequently Asked Questions Listed below are some common questions you may receive from employees who use the Compass PaySource Card. If I leave my current employer, can I continue to use my Compass PaySource Card? A. Yes, your Compass PaySource Card is still valid as long as you have funds available on the card. It is important to note that the Compass PaySource Card is not portable between employers. In other words, if you leave your current employer, your new employer will not be able to deposit your paycheck to the card. If your new employer offers the Compass PaySource Card, you will need to re-enroll in the program. What do I do if my card is lost or stolen? Call immediately. You will be issued a new card which should arrive within 5-7 business days. Expedited delivery is available for an additional fee. I m having trouble with my PIN. What should I do? Visit or call to select a new pin. My address has changed. What should I do? Visit or call to change your address. How do I add or delete authorized users for my Compass PaySource Card? Visit or call to add or delete Authorized Users. How can I get a copy of my Compass PaySource Card statement? Call

14 Contact Information Employee Contact Information: BBVA Compass Card Services Center: Employer Contact Information:

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16 TM C Rev. 06/12 BBVA Compass is a trade name of Compass Bank, Member FDIC