Purchasing and Property Services AOC East Fowler Avenue Tampa, Florida (813)

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1 Purchasing and Property Services AOC East Fowler Avenue Tampa, Florida (813) Web Address: October 21, 2014 Invitation to Bid No. Entitled: Opening Date: MA Banking Services November 12, 2014, 3:00 PM Local Time Addendum No. 3 Please note that the University has changed the Due Date for responses on page 15 of the ITN to November 12, The following clarifications and changes and answers are hereby submitted as part of ITN MA, Banking Services: General Banking Services Lot I 1. Please provide the addresses for all USF locations as outlined on page 7, section 1. C. Primary USF Locations: University of South Florida 4202 E. Fowler Ave. Tampa, FL University of South Florida St. Petersburg 140 Seventh Ave South St. Petersburg, FL University of South Florida Sarasota-Manatee 8350 N. Tamiami Trail Sarasota, FL Page 1 of 9

2 2. Line item listed in Attachment B Non Acct Holder Chk Cashing - Full please provide a description for this line item. Fee to cash check for non-account holders 3. If a fee is involved, what is charged for this service? A fee could be charged but USF is set to zero 4. Non Account holder check cashing please provide a full description Fee to cash check for non-account holders 5. Please provide a copy of your investment policy. Provided in Addendum #2. 6. Can the University please confirm the average balances earning interest, the rate of return and the account types that are earning interest? See answer to question 6 7. Please provide details of your sweep listed on Attachment B. Average balance, rate of return, etc. All depository accounts sweep nightly into an investment account associated with main operating account. $22,776,000 is the average with.01% rate of return 8. What is the average ACH file size (in dollars)? Payroll ACH approximately $15 million every two weeks. Student ACH approximately $539,000 per file. AP/Expense Disbursement ACH is approximately $420,000 per file. 9. What is the frequency of ACH files submitted to the bank? Daily (business days) 10. How many employees does the University employee? 17,732 (2013/14) 11. Please describe any current EDI reporting services in place with your current provider, allowing the University to post incoming ACH remittance addenda detail for your incoming vendor payments. EDI report for incoming EFT providing additional detail to assist in identifying proper payment application Deposit Accounts 12. Please provide the last three months of account analysis statements. See attachment Deposit Account Analysis 3-month 13. Please provide the monthly average balance for the last 12 months. Page 2 of 9

3 All depository accounts are swept nightly and the main operating account maintains the average balance. The figure provided is for the main operating account average monthly balance is approximately $50,000, not including the investment portion of this account. 14. Who is the armored courier that currently services the University? MidFlorida 15. Deposit location reporting how many locations? 12 cash collection sites at the University 16. Line item listed in Attachment B Deposited Checks and Deposited Checks On Us please provide the deposit method and percentage of each (ie: branch deposit-25%, vault deposit-%25, remote deposit-40%, lockbox-10%) 75-80% - lockbox and 20-25% - cash center deposits through armored courier pickup. 17. Do you utilize image cash letter or remote check scanning? No Lockbox 18. Please provide complete processing specifications for the wholesale lockbox. Bank Account designated/setup as Lockbox, Bank receives payment/deposit at lockbox, Banks images documents associated with payment/deposit for retrieval, USF employees provided access to lockbox Bank Account, USF employees retrieve payment/deposit images from lockbox, USF employees input related payment/deposit transactions in University financial system. 19. Please describe the type and scope of incoming payments to the lockbox? Accounts Receivable (Student, Commercial, Sponsor Payments) 20. Do you utilize coupons? Yes 21. Is there information on the back of the coupon that must be imaged? Yes 22. Can you provide a breakdown of your monthly lockbox volumes including correspondence and unprocessable items? See Account Analysis Item Volume Addendum 23. Are there seasonal peaks in remittance volumes? f yes, please identify. Yes. Largest volume is around student semester payment deadlines Page 3 of 9

4 24. Do you or will you accept credit card payments in the lockbox? No 25. In what format do you require images delivered by transmission or online browser? PDF or RTF 26. What is the address of you lockbox? We have 8 lockboxes but the main lockbox address is University of South Florida PO Box Orlando, FL Merchant Services: Credit / Debit Cards Lot II 27. What card types do you currently accept? (i.e. Visa/MC/Discover/Amex) combined 95% of the activity is with Visa, Mastercard, Discover and AMEX 28. Other payment programs? (PayPal, google pay, bill me later)? No 29. What % of your cards are accepted: Card Present (in-person, Face to Face)? Mail/Phone, Internet, Other? See Merchant Services Addendum which is attached If Card Present transactions are accepted, what equipment, such as terminals or Point of Sale (POS) solution is currently used? See Merchant Services Addendum attached. 31. If POS, please name software, version number, and gateway provider. CSI Spectrum MG version Elavon, Everest Pay Flow Pro Gateway version Elavon, QS1 - currently in setup phase. 32. If Mail/Phone, do you process transactions via credit card terminal, POS or software, or virtual terminal? No 33. Do you process transactions via the Internet? Yes If yes, please name any shopping cart and gateway used. TouchNet Payment Gateway 6.0 Page 4 of 9

5 34. Is there any other form of credit/debit card acceptance outside of the questions above? If so, please describe including any hardware, software, and gateway provider used. Parking Services uses Authorize.Net and BankCard as a third party payment processor, Athletics uses Paymentech as a third party payment processor. 35. How many merchant accounts do you currently utilize? See Merchant Services Addendum 36. How many Federal Tax IDs are there? 1 - USF 37. What is the annual card processing volume for Visa, MC, and Discover? (Please provide 3 months current statements for each merchant account) Approximately 245,000 transactions 38.. What is your average transaction amount? (Please provide 3 months current statements for each merchant account) provided in Merchant Services A by merchant average amount and Merchant Services B for statements. 39. How many AMEX transactions do you process annually? 11, Do you charge convenience fees to any card holders? Yes 41. If so, please explain how you charge for these fees and please list any 3rd parties used to facilitate the billing of these fees 2.5 % on each transaction through TouchNet Payment Gateway. 42. Please describe your current reconciliation process for merchant accounts. Matching transactional amounts from merchant gateway, bank and university financial system records 43. Do you require any raw data files? Yes 44. Does your current provider offer an online reporting portal and if so, do you use it. Yes 45. How do you manage PCI compliance? In house? 3rd Party? In house Page 5 of 9

6 46. Does your current provider offer a dedicated Relationship Manager as a single point of contact for account management duties? Yes 47. Are there any "pain points" regarding card processing that your current provider cannot resolve? Not at the moment 48. Do you receive next day funding of your credit card receivables and if so, what is the cutoff time to receive funds next day? No, 1-3 day lag 49. How do you receive notification of chargebacks today? Fax 50. How do you respond to chargebacks? Departmental analysis/research Procurement Card (P-Card) Lot III 51. What is the current expense management process? Do cardholders reconcile their transactions? Cardholders do not reconcile transactions. Each cardholder has at least two reconcilers assigned at the departmental or college level. 52. Are receipts required for all transactions? If not, when are receipts required? Receipts are required for all transactions. 53. Are you using receipt imaging or is it all paper based? Receipts are imaged. 54. Is the current cardholder application process manual? Do cardholders complete a paper form and submit for approval? The process is predominantly manual. The application can be filled out on line; however, the work flow or its approval is manual. 55. Can you please share an example of the application? A copy of the application may be found at What software do you use for expense management? Manual using Excel? Oracle/PeopleSoft? Concur? Bank platform? PeopleSoft Expenses module for travel reimbursement and PeopleSoft Payablesmodule for non-travel reimbursement. Page 6 of 9

7 57. What is the University s current card program liability? Corporate or individual? Corporate. 58. Is the University currently paying vendors with a card? In given circumstances the card is used to pay vendors but it is not our primary AP platform. 59. How is the current program used? Travel (domestic and/or international)& Entertainment? Single use? Purchasing? The program is primarily designed for small dollar purchases as well as travel (both domestic and international). It is not intended for entertainment. 60. Can the University please share a vendor file of all its vendors and the annual spend for each? Need Data for answer. 61. What will be the purpose for prepaid cards? Gift Cards are purchased for participants in clinical trials. We do not have a figure on how many cards are purchased annually. These are normally one-time use cards. 62. Who is your current purchase card provider? Bank of America 63. Please provide your current rebate schedule. Attached. 64. What are your payment terms? 30/ Is the University currently receiving a reconciliation file form the card provider? Answer. Yes. USF goes out to Bank of America and retrieves our file from their server and downloads it into our ERP system. 66. How long have you had your card program? Since Are the program(s) centrally billed or individually billed? Centrally billed. 68. What technology is provided by the card issuer? Page 7 of 9

8 Bank of America provides us with their Works Program for our card administration. 69. What is your ERP System(s)? PeopleSoft Enterprise FSCM Is there any international spend? Yes. 71. What is the number of cards? What is the average transaction size? $ What is your annual spend? This most recent year was $40,825, Are there any large ticket vendors and if yes, how much? $Office Depot $1,480,194; Fisher Scientific - $1,037,757; Carahsoft Technology - $1,135, What card controls are utilized? TheUniversity places dollar limits on each card as well as blocks certain MCC codes. 76. What are the transaction limits? Our standard limit for each card holder is $5,000 monthly and $2,000 per transaction. The following Exhibits are included either electronically or as attachments to this addendum: Exhibit 1 Merchant Services A September 2013 to August 14 Exhibit 2 Excel File of ITN Exhibit B Exhibit 3 Merchant Services Addendum Exhibit 4 Deposits Account Analysis 3 months Exhibit 5 P-Card Rebate Schedule Exhibit 6 Merchant Services B Cycle Cutoff 8/31/2014 The University anticipates issuing Addendum #4 with further answers to questions not answered in this addendum on or about October 28, 2014 : Page 8 of 9

9 Note: Please note receipt of this addendum by signing and returning with your proposal response. Authorized Signature & Date Print Name Company Name Page 9 of 9

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