Merchant Processes and Procedures

Transcription

1 Merchant Prcesses and Prcedures

2 Table f Cntents EXHIBIT C 1. MERCHANT INTRODUCTION TO T-CHEK Wh is T-Chek Systems? Hw t Cntact T-Chek Systems Hw t Recgnize T-Chek Frms f Payment T-Chek Fuel Cards T-Chek Express Cdes T-Chek Draft Hw t Recgnize a T-Chek Authrizatin Cde Rejected T-Chek Transactins Viding T-Chek Transactins Disputed Purchases Returned T-Chek Draft Prcess 5 2. T-CHEK INVOICE LOCATIONS Authrizing a T-Chek Fuel Card Transactin Authrizing a T-Chek Express Cde Transactin Other T-Chek Authrizatin Requirements 7 3. T-CHEK DRAFT LOCATIONS Authrizing a T-Chek Fuel Card t a Draft Authrizing a T-Chek Express Cde t a Draft 8 4. T-CHEK SETTLEMENT PROCEDURES T-Chek Settlement Prcedures Daily Settlement Prcess - Electrnic Funds Transfer 9 T-Chek Merchant Prcesses and Prcedures EXHIBIT C - V1.1 04/25/11 Page 2 f 10

3 1. MERCHANT INTRODUCTION TO T-CHEK Welcme t T-Chek Systems netwrk f accepting Merchant Participants (hereinafter Merchant, yu r yur ). We are excited t have yur lcatin(s) as part f ur acceptance netwrk. The infrmatin cntained in this prcesses and prcedures manual shuld prvide yu with the infrmatin necessary t accept and prperly prcess ur T-Chek Prducts. Please d nt hesitate t cntact ur Custmer Service Center at (800) with any questins. Thank yu and Welcme t T-Chek! 1.1 Wh is T-Chek Systems? T-Chek Systems is a cmmercial infrmatin and payment prcessing services cmpany. T-Chek prvides tailred slutins, decisin based infrmatin and services that enable ur custmers t manage spend, reduce peratinal risk and increase prductivity. T-Chek s prducts (cards, express cdes, ne time use cards, etc.) are widely accepted, including at mre than 6,000 Merchant lcatins. T-Chek prvides streamlined reprting tls t make handling business easier than ever. Windw and cunter signage is prvided t shw that yu are a T-Chek accepting site. Yur lcatin(s) infrmatin will be advertised in ur nline Merchant acceptance directry. 1.2 Hw t Cntact T-Chek Systems The T-Chek Custmer Service Center can be reached at (800) and is available 24 hurs a day, 365 days a year t assist yu with any questins r cncerns. If yur pint f sale device is nt functinal, T-Chek may be cntacted at (800) t btain an authrizatin. 1.3 Hw t Recgnize T-Chek Frms f Payment Prir t accepting and prcessing transactins n any f T-Chek Frms f Payment Identificatin, please request valid ID frm the individuals presenting the T-Chek Frms f Payment Identificatin. It is imprtant t nte that T-Chek will hld the Merchant respnsible t check and recrd prper ID and btain the driver s signature n all invices/drafts T-Chek Fuel Card T-Chek Systems prcesses transactins n a variety f cards in the marketplace tday. Sme f ur larger custmers chse t issue a T-Chek prcessed card branded with their cmpany infrmatin and lg. Lcated n the frnt r back f the card, yu may find a T-Chek lg r the T-Chek name and cntact infrmatin (refer t samples belw). If yu are uncertain if the card shuld be prcessed thrugh T-Chek, simply attempt t prcess the transactin thrugh yur pint f sale device by selecting T-Chek. It will nt wrk prperly if the card has nt been issued by T-Chek. New T-Card (beginning in September 2011) T-Card (beginning t phase ut Sept. 2011) T-Card (beginning t phase ut Oct. 2010) T-Chek Merchant Prcesses and Prcedures EXHIBIT C - V1.1 04/25/11 Page 3 f 10

4 1.3.2 T-Chek Express Cde The T-Chek Express Cde Prgram is used t facilitate cash payments r disbursements t third parties. The Express Cde is a secure series f numbers (16 r 24 digits in length) that designate a specific dllar amunt when created and issued by the Custmer. Once that Express Cde number is prvided t the third party (driver, maintenance facility, services prvider, etc.) it can be cashed by presenting the cde t ne f ur accepting merchants wh will prcess the Express Cde number either n a T-Chek draft r n ne f their Merchant invices T-Chek Draft T-Chek drafts are used as the payment device at Settlement (Invice) lcatins, Draft lcatins, r Merchants wh are nt set up with an assigned T-Chek Merchant Number. The draft shwn belw is subject t change withut ntice. Merchant must always fllw the prcess fr prperly authrizing the draft fr payment even if the draft is presented with an authrizatin cde already written in the space prvided. U.S. drafts are pink and red r gray in clr. Canadian drafts are blue in clr. The T-Chek lg is lcated in the upper left hand crner f bth types f drafts. Please see belw fr lg examples. T-Chek U.S. Draft Example Example f T-Chek Lgs T-Chek Merchant Prcesses and Prcedures EXHIBIT C - V1.1 04/25/11 Page 4 f 10

5 1.4 Hw t Recgnize a T-Chek Authrizatin Cde Prir t accepting any f T-Chek s payment prducts, the accepting Merchant must always btain an apprval cde therwise knwn as an authrizatin cde directly frm T-Chek Systems. T-Chek authrizatin cdes are a series f numbers generated by T-Chek ranging frm 4 t 10 digits in length. The T-Chek Express cde authrizatin cde is typically fur digits in length and Fuel card authrizatin cdes are nine digits in length and may be preceded by an alpha character. Settlement authrizatin cdes are 10 digits in length and are nt preceded by an alpha character. 1.5 Rejected T-Chek Transactins If the transactin cannt be apprved, the Merchant will be issued a transactin reject message alng with a rejectin cde. Once the cardhlder has cntacted their cmpany r presented the Merchant with the necessary data t resubmit the transactin, simply reprcess the transactin thrugh yur pint f sale device r call T-Chek t cmpete the transactin by prviding the reject cde. 1.6 Viding T-Chek Transactins T vid an authrized transactin, if yur pint f sale device supprts T-Chek vids, simply fllw the entry prmpts t vid the transactin. If yur pint f sale device des nt supprt vids, please cntact T-Chek immediately at (800) The integrated vice respnse (IVR) system will prmpt fr language chice and nce selected, chse the ptin fr Vid r Back-ut f a transactin. Trendar systems with sftware versin 617 r higher will supprt the T-Chek vid functin, simply press F5 t vid a transactin and fllw the prmpts accrdingly. Only transactins frm current day may be vided if prcessed thrugh the pint f sale device r by cntacting the Custmer Service department at (800) T vid transactins that are nt current day, please cntact the T-Chek Custmer Service department at (800) and a representative will assist yu. 1.7 Disputed Purchases In all cases cncerning transactins disputed between custmers and Merchant, Merchant agrees t retain all riginal purchase invices fr a minimum perid f six (6) mnths after the transactin, and t frward t T- Chek a cpy f the riginal invices within seven (7) business days f a request by custmer r T-Chek. If Merchant fails t frward the riginal dcuments as prvided herein, T-Chek is authrized t deduct the disputed funds frm the Merchant s settlements and return them t custmer. Merchant agrees t prvide vide\audi tape t T-Chek upn request, if available. Merchant must fllw prcesses and prcedures utlined in this dcument, including btaining and dcumenting a valid ID fr the cardhlder r individual btaining cash. Transactins are subject t return r chargeback when these prcesses are nt fllwed. 1.8 Returned T-Chek Draft Prcess If a T-Chek draft shuld be returned t yu frm yur bank, please refer t the reasn fr return n the face f the draft r feel free t cntact the T-Chek Custmer Service department at (800) fr further instructins. T-Chek Merchant Prcesses and Prcedures EXHIBIT C - V1.1 04/25/11 Page 5 f 10

6 2. T-CHEK SETTLEMENT (INVOICE) LOCATIONS 2.1 Prcessing & Authrizing T-Chek Fuel Card Transactins t an Invice T-Chek reserves the right t adjust amunts payable t Merchant when necessary due t negtiated r cntract price agreement between Merchant and custmer, pint-f-sale rental agreements, mistakes, malfeasance, r amunts wed t T-Chek by Merchant, and fr any ther reasn pursuant t any agreement between Merchant and T-Chek r custmers. T-Chek Frms f Payment Identificatin may be used fr the purchase f merchandise and/r services frm Merchant Facilities. T authrize any T-Chek transactins, simply cntact T-Chek by using yur Pint f Sale Device r by calling (800) The steps utlined belw shuld be fllwed n all T-Chek card types: Validate that the name n the Driver s License r Gvernment issued ID matches the name n the Fuel Card (nt all cards will cntain the Driver s Name) Prvide T-Chek with Lcatin s T-Chek Site number Prvide Invice number that will be used fr the transactin Prvide T-Chek the ttal Invice amunt Prvide T-Chek with Level f service - Self, Mini, Full (Pint f Sale authrizatin nly) Prvide T-Chek with Type f prduct/fuel purchased Prvide T-Chek the galln\liter amunt Prvide T-Chek with Cash price per unit (Pint f Sale authrizatin nly) Prvide T-Chek with ttal dllar amunt f purchase T-Chek will issue the prcessing lcatin an Authrizatin number which will need t be referenced n the receipt. Cardhlder/driver must sign invice if the transactin invlved cashier interactin. Write the Driver s valid License number r Gvernment issued ID and State n the invice. Only applies t T-Chek vice authrized transactins. Des nt apply t electrnic pint f sale transactins. Example: Transactins at the pump r electrnically at the fuel desk. When a lcatin is prcessing a T-Chek transactin, the fllwing additinal infrmatin may be required depending n cardhlder/driver and specific requirements f the trucking cmpany. Driver must be present when receiving riginal authrizatin f transactin(s). Driver s unit/vehicle number Driver s ID number Merchant s invice number Trip r PO number Hub (Odmeter) reading Cmmercial Driver s License (CDL) number r Gvernment issued ID Trailer number (if purchasing reefer\nnhwy fuel) Valid Driver s License number r Gvernment issued ID, Driver s full name, and State must be legibly printed n the Invice and the Invice must als be signed by the cardhlder t be cnsidered valid. Only applies t T-Chek vice authrized transactins. Des nt apply t electrnic pint f sale transactins. Example: Transactins at the pump r electrnically at the fuel desk. Attendant must verify that the Signature n the Driver s License matches the signature n the Invice. T-Chek Merchant Prcesses and Prcedures EXHIBIT C - V1.1 04/25/11 Page 6 f 10

7 2.2 Prcessing & Authrizing an Express Cde Transactin t an Invice T-Chek reserves the right t adjust amunts payable t Merchant when necessary due t negtiated r cntract price agreement between Merchant and custmer, pint-f-sale rental agreements, mistakes, malfeasance, r amunts wed t T-Chek by Merchant, and fr any ther reasn pursuant t any agreement between Merchant and T-Chek r custmers. T-Chek Frms f Payment Identificatin may be used fr the purchase f merchandise and/r services frm Merchant Facilities. T authrize any T-Chek transactins, simply cntact T-Chek by using yur Pint f Sale Device r by calling (800) If yu are calling T-Chek: Prvide T-Chek with the Express Cde presented by the individual. Prvide T-Chek with Lcatin s T-Chek Site number. Prvide T-Chek with the first and last name f the persn cashing the T-Chek Express Cde. Prvide T-Chek with the invice number fr the transactin being prcessed. Prvide T-Chek with the dllar amunt f the transactin prcessed. T-Chek will issue the prcessing site an authrizatin number which will need t be written n the invice/receipt. The persn cashing the Express Cde will need t sign the receipt upn cmpletin after authrizatin is received. Validate signature n receipt t the signature n the driver s valid Cmmercial Driver s License r Gvernment issued ID. Write the Driver s valid License number r Gvernment issued ID and State n the receipt. Valid Driver s License number r Gvernment issued ID, Driver s full name, and State must be legibly printed n the Invice and the Invice must als be signed by the cardhlder t be cnsidered valid. Attendant must verify that the Signature n the Driver s License r Gvernment issued ID matches the signature n the Invice. If an Express Cde is preauthrized t a Draft, please call T-Chek at (800) fr further instructins. Driver must be present when receiving authrizatin f transactin(s). Immediately reprt any suspicius activity (ptential fraud) t (800) prir t cashing check\authrizing transactin. 2.3 Other T-Chek Authrizatin Requirements fr Invice Lcatins A T-Chek site number will be assigned t yur lcatin. This number shuld be used fr Invice authrizatin and Settlement as well as identifying yur lcatin t T- Chek representatives. All transactins need t be authrized t an INVOICE fr daily and shift settlement lcatins (n drafts). All transactins will be paid t yur lcatin via shift r daily settlement based upn yur T-Chek Merchant Acceptance Agreement (see Prcess 4). T-Chek drafts are t be used fr settlement purpses nly. Invices are nt prvided by T-Chek fr authrizatin purpses. Drafts will be prvided by T-Chek t yur lcatin. 3. T-CHEK DRAFT LOCATIONS T-Chek Merchant Prcesses and Prcedures EXHIBIT C - V1.1 04/25/11 Page 7 f 10

8 3.1 Authrizing a T-Chek Fuel Card t a Draft T-Chek reserves the right t adjust amunts payable t Merchant when necessary due t negtiated r cntract price agreement between Merchant and custmer, pint-f-sale rental agreements, mistakes, malfeasance, r amunts wed t T-Chek by Merchant, and fr any ther reasn pursuant t any agreement between Merchant and T-Chek r custmers. T-Chek Frms f Payment Identificatin may be used fr the purchase f merchandise and/r services frm Merchant Facilities. T authrize any T-Chek transactins, simply cntact T-Chek by using yur Pint f Sale Device r by calling (800) If yur lcatin des nt perfrm daily r shift settlement with T-Chek, a T- Chek draft will be used in cnjunctin with each transactin. When a card is presented simply cntact T-Chek by using yur Pint f Sale Device r by calling (800) The steps utlined belw shuld be fllwed t prcess n all T-Chek card types: Write the T-Chek (typically 12 digits in length) Card Number n the face f the draft in the space prvided. Call the Authrizatin Line (800) and chse the fllwing ptins: Press 1 t authrize a card transactin Enter yur T-Chek assigned site number r the 10-digit phne number frm which yu are calling, press # Enter the full card number, press # Press 1 if card is present Enter 11 digit draft number, press # Enter dllar amunt in dllars and cents, press # Call will be transferred t a Custmer Service representative t cmplete the authrizatin prcess All required card validatins (truck #, driver ID, mileage, etc.) will be required when calling T-Chek t authrize the draft transactin. Service transactins (lumper service, repair, twing, etc.) must be authrized by the service prviders and cannt be authrized by drivers. Draft amunt shuld be written ut minus any applicable transactin fees, which will be given t the Merchant by the Custmer Service Representative after the transactin has been authrized. Valid Driver s License number r Gvernment issued ID, Driver s full name, and State must be legibly printed n the draft in the space prvided and the draft must be signed by the cardhlder t be cnsidered valid. Attendant must verify that the Signature n the Driver s License r Gvernment issued ID matches the signature n the Draft. 3.2 Authrizing a T-Chek Express Cde t a Draft T-Chek reserves the right t adjust amunts payable t Merchant when necessary due t negtiated r cntract price agreement between Merchant and custmer, pint-f-sale rental agreements, mistakes, malfeasance, r amunts wed t T-Chek by Merchant, and fr any ther reasn pursuant t any agreement between Merchant and T-Chek r custmers. T-Chek Frms f Payment Identificatin may be used fr the purchase f merchandise and/r services frm Merchant Facilities. T authrize any T-Chek transactins, simply cntact T-Chek by using yur Pint f Sale Device r by calling (800) If yur lcatin des nt perfrm daily r shift settlement with T-Chek, a T- Chek draft will be used in cnjunctin with each transactin. When an Express cde r draft is presented simply cntact T-Chek by using yur Pint f Sale Device r by calling (800) If yu are calling T-Chek: Write the 16 r 24 digit T-Chek Express Cde n the face f the draft in the space prvided Call the Authrizatin Line (800) and chse the fllwing ptins: Press 2 t authrize an Express Cde Enter yur T-Chek assigned site number r the 10-digit phne number frm which yu are calling, press # Enter 16 r 24 digit Express Cde, press # T-Chek Merchant Prcesses and Prcedures EXHIBIT C - V1.1 04/25/11 Page 8 f 10

9 Enter 11 digit draft #, press # Enter amunt in dllars and cents, press # Write the fur digit verificatin/authrizatin cde n the face f the draft in the space prvided Draft amunt shuld be written ut minus any applicable transactin fees, which will be given t the caller by the Custmer Service Representative after the transactin has been authrized. Cardhlder s ID must be written n the draft in the space prvided and the draft must be signed by the cardhlder t be valid. Valid Driver s License number r Gvernment issued ID, Driver s full name and State must be legibly printed n the draft in the space prvided and the draft must be signed by the cardhlder t be cnsidered valid. Attendant must verify that the Signature n the Driver s License r Gvernment issued ID matches the signature n the Draft. If an Express Cde is preauthrized t a Draft, please call T-Chek at (800) t validate authrizatin cde. Once validated, Draft can be depsited. 4. T-CHEK SETTLEMENT PROCEDURES 4.1 Settlement Optins and Prcedures Fr all purchases f gds and services by T-Chek and Merchant s mutual custmers at Merchant facilities with T-Chek Frm f Payment Identificatin, T-Chek shall make payment via EFT (Electrnic Funds Transfer) t settle with Merchant. Fr Merchants currently participating in the daily r shift settlement prcess n a draft, please make sure that yu have the infrmatin listed belw available prir t prcessing yur settlement thrugh the IVR r thrugh yur Pint f Sale device: Yur T-Chek site number Ttal invice cunt Grss dllar amunt A blank T-Chek draft Daily settlement lcatins can settle thrugh the previus day s business nly. The settlement cycle is midnight t midnight Central Time. A transactin detail reprt (Settlement reprt) will be sent t yur lcatin t be used fr settlement purpses (fee may be charged). All unsettled adjustments will pst t the reprt until yur settlement has been prcessed except as therwise set frth herein. Yu will nt be charged mre than nce fr each reprt sent. Shift Settlement lcatins can settle thrughut the day; n time limit n settlements except as therwise set frth herein. A T-Chek draft shuld be written ut fr the Net Amunt (amunt after fees) and this applies t bth Shift and Daily settlement lcatins. Merchants must, regardless f settlement ptin used t prcess settlement, cmplete all settlements with T- Chek within twelve (12) mnths frm the date f the underlying transactin; unsettled transactins existing beynd twelve (12) mnths frm the date f the underlying transactin shall be frfeited and shall nt be settled. 4.2 Settlement Prcess EFT Yur T-Chek Settlement will be autmatically prcessed t yur designated bank accunt the fllwing business day and can take up t 3 business days t pst t yur bank accunt. Weekly EFT settlement is als an ptin. Yur T-Chek Settlement will be autmatically prcessed t yur designated bank accunt n the weekday f yur chice and can take up t 3 business days t pst t yur bank accunt. T-Chek Merchant Prcesses and Prcedures EXHIBIT C - V1.1 04/25/11 Page 9 f 10

10 T-Chek drafts are nt required fr settlement and there are n settlement steps yur lcatin needs t take. T-Chek will autmatically prcess yur settlement. Fr Daily EFT settlement payments\depsits fr Friday, Saturday, and Sunday will be sent as ne payment t yur bank accunt the fllwing business day. Settlement reprts which cntain yur depsit detail will be sent t yur lcatin via fax r will be sent t yur nline T-Chek flder each day. The Settlement reprt is required fr EFT settlement merchants and shuld be used fr balancing purpses. T-Chek Merchant Prcesses and Prcedures EXHIBIT C - V1.1 04/25/11 Page 10 f 10