CAL-Card Transition Payment & Remittance Processes
Important Information Regarding Your New Payment Processes • The U.S. Bank CAL-Card program is being transitioned from the Rocky Mountain card processing platform to Total Systems (TSYS) & Access Online • As part of your agency’s transition, your payment & remittance processes for your new accounts on TSYS will also change • It’s critical that agencies understand the changes & remit their payments properly to ensure accurate and timely posting to your CAL-Card accounts • This presentation provides additional, important information about these changes • Note: The payment processes for any outstanding Rocky invoices remains unchanged
CAL-Card TransitionPayment & Remittance Processes Presentation Topics • New CAL-Card Statements • New Payment & Remittance Processes • New Payment Remittance Address • Clearing Outstanding Rocky Platform Balances / Trailing Transactions • Check Payment Scenarios • Electronic Payments
New CAL-Card StatementsCorporate Summary or Managing Account Statements • A statement is generated for each managing account (also referred to as a corporate or billing account) • These statements are produced the day after an agency’s cycle date • The statement will itemize purchases for each cardholder associated with the managing account • Program Administrators and Billing Officials may view statements in Access Online immediately after their cycle date • Program Administrators control who gets access to Access Online
New CAL-Card StatementsCardholder Account Statements • Cardholders also receive individual statements • These statements detail the cardholder’s account activity for the cycle period • Cardholders do not pay the bank directly; payment is done at the managing account level • Note: The amount due on the cardholder statement is $0.00 • Cardholders may view their statements in Access Online immediately after their cycle date
New CAL-Card StatementsCorporate Summary or Managing Account Statements • Amounts due for an Agency’s CAL-Card purchasing card accounts are billed at the managing account (corporate summary) level • The corporate account summary statement serves as the official invoice for the cardholder accounts associated with that managing account • An agency will receive a corporate account summary statement for each managing account • Payments must be made notating this managing account number, NOT the cardholder account number
New CAL-CardPayment Remittance Address • Check payments for accounts on Total Systems go through U.S. Bank’s payment processing center in St. Louis, MO • Please note the new payment remittance address on your corporate summary statement coupons: Corporate Payment Systems P.O. Box 790428 St. Louis, MO 63179-0428
Rocky InvoicesClearing Outstanding Balances • U.S. Bank Payment Services will work with agencies to expediently clear Rocky invoice balances • Payments for old purchasing card accounts on the Rocky platform should be sent to the Fargo, ND payment processing address on your Rocky invoice. • Trailing Transactions – To minimize occurrence of trailing transactions, cardholders must provide their new account to suppliers who bill their cards on a regular basis, such as subscriptions, etc.
Check Payment ProceduresScenario Illustrations • The next six pages of this presentation illustrate the proper payment procedures for various check payment types (scenarios). • These check payment scenarios are: • One U.S. Bank payment coupon / One Check • One U.S. Bank payment coupon / Multiple Checks • Multiple U.S. Bank payment coupons / One Check • Check List (Corporate Summary / Managing Accounts / One Check • One Check & Check Stub or “Skirt” / No U.S. Bank payment coupon • One Check / No Check Stub or “Skirt” / No U.S. Bank payment coupon
Payment ProceduresAccounts Transitioned to Total Systems • It is very important to read and understand the check payment procedures included on the following slides. • This will ensure accurate, timely payment posting to your accounts and prevent any potential disruption of card payment services for your cardholders • It will also prevent checks from being returned to your organization due to remittance errors
Check Payment Scenario # 1One U.S. Bank Payment Coupon / One Check Coupon Enclosed with Payment Notes: The payment coupon must balance to the check amount.
Check Payment Scenario # 1One U.S. Bank Payment Coupon / One Check Check Enclosed with Payment Notes:The payment coupon must balance to the check amount. In this example the check amount of $500.00 balances with the payment coupon amount of $500.
Check Payment Scenario # 2One U.S. Bank Payment Coupon / Multiple Checks Coupon Enclosed with Payment Notes: Check amounts must balance to the amount due on the payment coupon.
Check Payment Scenario # 2One U.S. Bank Payment Coupon / Multiple Checks Check 1 Enclosed with Payment Notes: Check amounts must balance to the to the amount due on the payment coupon
Check Payment Scenario # 2One U.S. Bank Payment Coupon / Multiple Checks Check 2 Enclosed with Payment Notes: The amount of Check 1 + Check 2 must balance to the amount due on the payment coupon. In this example the two checks ($250 each) balance with the payment coupon amount of $500.
Check Payment Scenario # 3Multiple U.S. Bank Coupons / One Check Notes: Payment coupons must balance to the check amount. Check amount must = payment coupon 1 + payment coupon 2. $125 + $125 = $250
Check Payment Scenario # 3Multiple U.S. Bank Coupons / One Check Notes: Payment coupons must balance to the check amount. In this example, the payment coupon amounts ($125 + $125) balance to the check amount of $250.00
Check Payment Scenario # 4Corporate Summary (Managing) Account List(No U.S. Bank Payment Coupons) Notes: The Check List of managing accounts must balance to the check amount. In this example the addition of the managing account balances ($500) balances with the check amount of $500.
Check Payment Scenario # 5One Check & Check Stub or “Skirt”(No U.S. Bank Payment Coupon) Notes: The full 16 digit managing account number must appear on the face of the check and or check “skirt”. In this example the managing account number appears onboth.
Check Payment Scenario # 6One Check / No Check Stub or “Skirt”(No U.S. Bank Payment Coupon) Notes: The full 16 digit managing account number must appear on the face of the check. In this example the number is present on the check face.
Electronic Payments • Agencies paying by ACH, either CCD or CTX may continue to do so by providing detail records in their file for each of the managing (corporate summary) payment amounts. One ACH may be submitted for multiple managing accounts as long as the detail records include each managing account number and the corresponding dollar amount. • Summary level payment received for processing without detail records will be returned for managing account detail, delaying payment posting • US Bank has a detailed manual for setting up electronic payments. Please request the ACH manual by sending an email to email@example.com • Contact your U.S. Bank Relationship Manager for any additional questions