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ePayments Training Presentation. Last Updated April 2010. When does ePayments become Mandatory ?. Primary Term payments became mandatory effective July 1, 2009 Continuation payments became mandatory effective October 1, 2009

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epayments training presentation

ePaymentsTraining Presentation

Last Updated April 2010

when does epayments become mandatory
When does ePayments become Mandatory?
  • Primary Term payments became mandatory effective July 1, 2009
  • Continuation payments became mandatory effective October 1, 2009
  • It is expected that Online Refunds will become mandatory sometime in 2010.
what is epayments
What is ePayments?
  • Facilitates payment of annual fees and rentals on sub-surface, petroleum and natural gas titles
  • Surface payments are managed by the Integrated Land Management Bureau in Fort St. John. They will not be included in the ePayments system at any time.
  • Is a web-based application that facilitates online payment using Pre-Authorized Debit functionality.
what is epayments1
What is ePayments?
  • ePayments is NOT an Auto-Debit system.
  • Clients initiate all transactions to their bank accounts.
  • The Ministry worked extensively with the Industry Work Group, including Data Vendors, to develop Phase 2 requirements. We incorporated many of the Group’s ideas to provide as much flexibility as possible to accommodate diverse corporate needs.
slide5
Why?
  • Is part of the BC Governments’ initiative toward increasing e-Business.
  • Contributes to the BC Governments’ climate action plan by significantly reducing paper transactions and in turn reduces our carbon footprint.
  • Increased interest in BC’s Natural Resources has added to the ministry’s workload.
slide6
Why?
  • Only one staff member is dedicated to managing payments and refunds for approximately 400 clients (over 14,700 titles).
  • Provides better financial management for industry by reducing duplicate payments, suspense account entries and default penalties.
slide7
When?
  • Phase 1 - Primary Term Titles - is available now and came online in February of 2008
  • Phase 2 - All titles, including those beyond their primary term – went online February 23, 2009
  • Primary Term Payments became mandatory effective: July 1, 2009
  • Continuation Payments became mandatory effective: October 1, 2009
  • Online Refunds are expected to become mandatory sometime in 2010.
slide8
When?
  • CAPLA sponsored training, in Calgary, is being offered. Please check the CAPLA website for dates.
  • On-line self-tutorials have been prepared and are available on the Ministry’s website: http://www.empr.gov.bc.ca/Titles/OGTitles/ePayments
  • To register for Personalized or Team Training:Carolyn.Desjardins@gov.bc.ca
contact us access epayments
Contact Us & Access ePayments
  • Email: png.epayments@gov.bc.ca
  • Fax: 250-952-0331
  • ePayments online: https://epayments.gov.bc.ca
  • BCeID: www.bceid.ca
  • FAQ & Further Information: http://www.empr.gov.bc.ca/Titles/OGTitles/ePayments
  • Rental & Fee PAD form: User Authorization page in ePayments and http://www.empr.gov.bc.ca/Titles/OGTitles/ePayments
  • Direct Deposit for Refunds Form:http://www.empr.gov.bc.ca/Titles/OGTitles/ePayments
before we begin
Before We Begin
  • The data in the Training Environment we will be accessing today is fabricated. There is no ‘live’ data.
  • There are a finite number of titles in the Training Environment.
  • Please select only 1 title at a time for any of the hands-on exercises.
before we begin1
Before we Begin
  • Please do not access the training website after this training session.
one more thing

One More Thing…

Please do not leave until the session is completed.

course outline
CourseOutline
  • What You Need To Do Before You Logon
    • Choose a Company Administrator
    • Obtain a BCeID
    • Request a Subscription Code (or complete a Rental and Fee PAD form)
    • Banking Information
  • User Roles 
  • Key Screens (Screen Shots)

 = Hands On

course outline 2
Course Outline (2)
  • Detailed Feature Reviews:
    • All Titles
      • What You Can Do in All Titles
      • Background Colour Definitions
      • Summary
    • Title Details
      • How to View Title Details
      • Title Detail Tabs
      • Designated Payor
      • Nominate a Payor
      • Accept or Decline a Nomination
      • Hands On
course outline 3
Course Outline (3)
  • Statements
    • Primary Term Statement
      • Default Notices
      • Pending Payments
      • Late Penalties
      • Payment Confirmation vs. Receipts
    • Continuation/Extension Statement 
    • Submission Requests Statement 
course outline 4
Course Outline (4)
  • Managing Expiring Titles 
    • What is the Managing Expiring Titles screen?
    • Features
    • Radio Buttons – On Statement / On Submission
    • Radio Buttons – “Not 62” / “62”
    • How to add titles to the Continuation/Extension Statement from Managing Expiring Titles
    • Hands On 
course outline 5
Course Outline (5)
  • Pending Submissions 
    • Submissions – General
    • Definition/Types
    • Where to View Submissions
    • Continuation/Extension Submission 
      • Hands On 
    • Split Lease Submission 
      • Split Lease Submissions are no longer encompassed by ePayments (discussion later)
    • Convert to Lease Submission 
      • Hands On 
course outline 6
Course Outline (6)
    • Groupings
  • Open Submissions:
    • Submission Tabs:
      • Communication Log
      • Milestones
      • Payment Request
      • Titles
    • Submission LifeCycle
course outline 7
Course Outline (7)
  • Cancellations 
    • Viewing Cancellations
    • Requesting Cancellation / Reversing Request
    • Hands On 
  • Refunds 
  • Questions
choose a company administrator
Choose a Company Administrator
  • Does NOT have to be the same person as your BCeID business profile or account manager.
    • It should be someone who oversees or is directly involved in the payment process.
bceid is a portal or passport
BCeID is a Portal or Passport

BC Gov Online

BC Gov Online

BC Gov Online

Titles Division assigns Subscription Code

BCeID

BC Gov Online

ePayments

BC Gov Online

obtain a bceid
Obtain a BCeID

www.bceid.ca

slide23

BCeID business profile or account manager for your company

Assigns unique BCeID Username and password to Company Administrator

Assigns unique BCeID Usernames and passwords to other Users (ePayments, etc.)

summary bceid
Summary - BCeID
  • You can and will need to share your BCeID Username with your Company Administrator, but you should not share your BCeID Password with others.
  • If you are sharing BCeID Passwords, you are not using the system securely and you will not be able to identify who, in your company, conducted specific transactions, should you request that information.
slide25
To ensure staff coverage, we recommend you:
  • Create a generic email account in your corporate email application that all ePayments Users can read;
  • Assign the generic email address to all Users within ePayments from the User Authorization screen;
  • ePayments is able to identify and adapt to duplicate email addresses by sending only one message
  • Without a generic email address all users will receive the same emails; the generic email address will only receive one.
request a subscription code
Request a Subscription Code

If you send in a signed, original Rental and Fee PAD form, you do NOT need to send in a letter requesting a Subscription Code.

The Ministry will issue the code, based on receipt of the form.

On Company Letterhead:

1) Full Legal Company Name(s)2) Company Administrator’s:

* Name * BCeID Username * eMail address

Date

Carolyn Desjardins or Brenda Jennings

Titles & Offshore Division

6th floor, 1810 Blanshard Street

Victoria, BC V8W 9N3

Dear Sirs:

RE: Subscription Code Request

Please issue a Subscription Code for the following companies:

Company A

You will receive 4 Subscription Codes for this particular request. You must enter each subscription code when prompted.

Company A Inc.

Company A Ltd.

Company A Oil & Gas Ltd.

Company A Energy Ltd.

Please send to our ePayments Company Administrator, Mary Smith; email: Mary.Smith@companya.ca; BCeID: MSmith.

Sincerely,

Mary Smith

Senior Land Administrator

Company A

summary subscription codes
Summary – Subscription Codes

Request a Subscription Code - Send:

  • Your company’s full legal name(s);
  • Company Administrator’s name;
  • Company Administrator’s BCeID Username; and
  • Email address. Send request on company letterhead via email (.pdf) or fax to 250-952-0331
  • ePayments will email your Subscription Code to you.
banking information
Banking Information

Before you can make Payments, you must:

Send to the Ministry:A signed, original Rental and Fee Pre-Authorized Debit (PAD) form, for each legal company name.

You must send a new PAD form to the Ministry whenever your banking information changes.

Separate form for each company name

roles
Roles
  • Company Administrator
    • Assigns roles to other users; can view, add or change banking information; can perform all functions in ePayments.
  • Payment Administrators
    • Make the actual payments.
  • Land Administrators
    • Initiate submissions to continue titles beyond their primary term and convert to lease.
  • Viewers
    • Have View Only access – financial and/or senior staff that are not required to conduct transactions.
slide35

Company Administrator Adds unique BCeID Usernames to ePayments User Authorization Screen

user has a role for more than one company
User has a Role for More than One Company

When Users require access to more than one company, they will be prompted to choose the company and User Role, each time they sign on to ePayments. You can only sign on to one Company under one User Role at a time, but you can open more than one internet browser…

add banking information
Add Banking Information

Before you send your PAD form to the Ministry, enter your Banking Information and Contact information into epayments. Click on Company Info.

  • Enter your banking information into ePayments
  • Send your original, signed PAD form to the Ministry
  • The Ministry will verify your entry against your PAD form
enter your banking information
Enter your Banking Information

You must enter all the required * fields and click on Save. If you do not enter all the required fields, the information you entered will not be saved.

When the Company Admin gets to the banking information, enter the Code first, then the Transit Number, then Click on the Magnifying Glass to populate the Name and Address fields for your bank. Enter the Account Number and click on Save.

Only the Company Administrator can Add, View or Change the banking information. It is invisible to every other User Role.

summary
Summary
  • Company Administrator:
    • Obtain unique BCeID Usernames and passwords for all individuals requiring access to ePayments
    • Request a Subscription Code on company letterhead, AND/OR complete and submit a Fee and Rental PAD form
    • Sign on to ePayments and enter Subscription code when prompted
    • Enter additional Subscription Codes
    • Add Users and assign them Roles
    • Enter Contact and Banking information
other info company administrator
Other Info – Company Administrator
  • One Company Administrator role per company.
  • It is your responsibility to manage the Company Administrator account.
  • i.e. Contact the Ministry immediately when your Company Administrator leaves the company, as they will retain full access to ePayments until it is removed.
  • The Ministry will remove their access and assign the new Company Administrator with the Company Administrator role.
  • You do not need a new Subscription Code to access ePayments when your Company Administrator changes.
hands on
Hands On
  • Log on to the training site written on the board.
  • Use the training Username and Passwordyou were assigned at beginning of training.
      • e.g UA1 passworda
  • Look around the site
hands on1
Hands On

Add Other Users

Once you are logged on to the company you’ve been assigned:

  • Add yourself as a New User
  • Edit the Email address
  • Delete the New User
help is available
Help is Available!
  • Click on the Help? Icon in the top right hand corner to view:
    • User Manual
    • Glossary of terms
    • Frequently Asked Questions
    • This Training Material
allow pop ups
Allow Pop-Ups

ePayments has a lot of “pop-up” screens

Set your Browser to “allow pop-ups”

allow emails from epayments
Allow emails from ePayments!
  • Make sure your email systems allows emails from epayments@gov.bc.ca!
  • If you’re not getting emails from ePayments and you think you should be, please check your SPAM filters first and contact your IT department, before contacting the Ministry.
server error don t give up
Server Error – Don’t Give Up!
  • If you get a Server Error, don’t give up!
  • Inactivity for 30 minutes will cause a Timeout.
  • Sometimes ePayments has finished the task you requested anyway.
  • For example, if you create a submission and get a server error, go to where the Submission should appear to see if it appears anyway.
  • In any event, please let the Ministry know you’ve received a server error message.
use the breadcrumb trail not the back button
Use the Breadcrumb trail, not the back button

This is the breadcrumb trail

You could lose what you were working on!

closing pop up screens
Closing Pop-Up Screens

To close a Pop-Up Screen, such as the Title Details screen, use the Red  on the top, right-hand corner of the pop-up screen.

DO NOT USE THE BACK BUTTON!

refreshing your data
Refreshing your Data

When you are in epayments and want to refresh the data in your data table, click on the screen link or the ePayments refresh button, rather than the Internet Browser Refresh button.

For example, when you want to refresh the All Titles page, click on Titles again.

refreshing your screens
Refreshing Your Screens

For example: After conducting several transactions in Managing Expiring Titles AND SAVING THOSE TRANSACTIONS, by clicking on UPDATE TITLES or CREATE PENDING SUBMISSION, you may want to click on the Managing Expiring Titles link again to refresh your page or the ePayments refresh button .

the page isn t loading
The page isn’t loading!
  • Are you sure?
  • If your company holds lots of title, it will take longer for your data tables to populate.

These are indicators that your page is loading.

titles
Titles
  • To view all the titles you are a registered Owner and/or Payor of, click on Titles.
statements
Statements
  • Payment Administrators (and other Users) can view your three statements by clicking on Statements
there are three statements
There are Three Statements
  • Primary Term Statement
  • Continuation/Extension Statement
  • Submission Request Statement
submissions

NEW!

    • The Ministry has created a “Quick Reference – Cheat Sheet” for Land Administrators that helps you decide whether to add the title to the Cont/Ext Statement or Create a Submission.
    • There is a link to the spreadsheet on the ePayments web page, on the Manage Expiring Titles screen and the Main Menu called “Admin Cheat Sheet”.
Submissions
  • A Submission is required to calculatepayment for the following types of transactions:
    • Continue a title beyond its primary term,
    • Continue a title under a section other than the section it was previously continued under,
    • Convert a Drilling Licence to Lease.
    • Not all continuations beyond primary term require a Submission, such as 58A and Section 62 continuations and we will address those situations in detail, further on in the training.
create a continuation submission
Create a Continuation Submission

From the Managing Expiring Titles screen

create a conversion to lease submission
Create a Conversion to Lease Submission

From the All Titles screen

hands on2
Hands On

View Screens

  • View your All Titles page. Use the drop-down to see the Conversion option.
  • View your three Statements
  • View Managing Expiring Titles
  • View your Submissions by clicking on Submissions
detailed feature reviews

Detailed Feature Reviews

Footers:

CA = Company Administrator

PA = Payment Administrator

LA = Land Administrator

PA & LA = Both

CA, PA & LA = all 3

Each Review followed by Hands On Practice

all titles

All Titles

Detailed Review

all titles detailed review
All Titles – Detailed Review
  • The All Titles pages shows all the titles you are a registered Owner and/or Payor of.
  • You can drill down to individual Title Details from this page by clicking on the title number.
  • You do not Make Payments from this page. It is not a Statement.

CA, PA & LA

all titles what you can do here
All Titles – what you can do here

Sort by clicking on any of the underlined headings

CA, PA & LA

all titles what you can do here1
All Titles – what you can do here

Wherever you see data tables in ePayments, you can select that data (all, or a portion, by using the Filtering System) and export to PDF, MSWord, MSExcel, RTF or TXT.

CA, PA & LA

all titles use the filtering system
All Titles – Use the Filtering System

A specific title number

By Date Range

Payor

Or a Payor File Number

Owner

Title Type

Section continued under

CA, PA & LA

all titles what else can you do here
All Titles – What Else Can You Do Here?

You can Convert to Lease

We will discuss “Convert to Lease” later in their Detailed Feature Reviews

CA & LA

all titles what else can you do here1
All Titles – What Else Can You Do Here?

You can Request a Cancellation

Or, Reverse a Cancellation Request

CA & LA

what do the background colours indicate
What do the Background Colours indicate?

Green indicates the title is part of a Submission.

Yellow indicates the Designated Payor or a registered Owner has made a Cancellation request for this title.

Orange indicates the title is part of a Pending Payment.

more background colours
More Background Colours

Plum indicates the title is not in good standing, but still within its 60 day grace period.

Grey indicates the title is unpaid and may be paid on a Statement, provided the checkbox is not disabled. A disabled checkbox indicates the title must be paid by making a Submission.

Red indicates the title requires Land Administrator action.

summary all titles
Summary – All Titles
  • All Titles is the list of titles you are an Ownerand/or Payor of.
  • You can sort it, make a selection of all or a few titles and export it to Excel, MSWord, etc. for comparison to your records.
  • You can drill down to the Title Details on any underlined title in this screen. . . . 2
summary all titles1
Summary – All Titles
  • You can create a “Convert to Lease” Submission for payment on the Submission Request Statement.
  • You cannot make payments from the All Titles screen.
hands on3
Hands On

Review All Titles Screen

  • Open the All Titles page.
  • Sort titles by Title Number, Anniversary Date, Title Type and Payor
  • Filter for one specific title (clear filter)
  • Filter by Owner (clear filter)
  • Print Preview a selection of titles to Excel
title details

Title Details

Detailed Review

CA, PA & LA

title details screen
Title Details Screen

Drill down to the Title Details screen, wherever a title number is underlined in ePayments, by clicking on the title number.

CA, PA & LA

title details screen what you can view
Title Details Screen – What you can View

Annual Rent and Expiry Date

Title Number & Anniversary Date

Type and Hectares

Owner

Payor File Number

CA, PA & LA

title details screen tabs
Title Details Screen - Tabs

Payor

Open Submissions

Closed Submissions

Payment History

Pending Submissions

We’ll look at Payor and Payment History now, but leave the Submission tabs for our detailed review of Submissions

designated payor title details screen
Designated PayorTitle Details Screen
  • Any Registered Owner or Designated Payor can nominate a Designated Payor.
  • This policy was the suggestion of the Industry Working Group, to accommodate diverse corporate requirements.
designated payor title details screen1
Designated PayorTitle Details Screen
  • When a title is issued by way of a Crown Sale, you can state which party is the Designated Payor for future annual rental payments in your bid letter. The Ministry will enter this information into ePayments.
  • When a title is issued by other means, the Designated Payor will default to the registered Owner with the highest interest. In the case of 50/50, the decision will be made alphabetically.
  • However, if a registered Owner lets the Ministry know who the Designated Payor should be, before the title is issued, the Ministry will enter that information into ePayments.
nominate a designated payor
Nominate a Designated Payor

Click on Designate Payor

CA, PA & LA

nominate a designated payor1
Nominate a Designated Payor

Type a portion of the Company Name and click on Nominate. Select the correct name and an email will automatically be sent to the nominee.

in the meantime
In the Meantime…

Until the Nominee Accepts or Declines, the Status of the Payor will be Past Payor. The Past Payor can stillMakePayment on this title, until the new Payor Accepts.

accept or decline nomination
Accept or Decline Nomination

The title will appear on the Nominee’s All Titles screen.Nominee will clickonthetitle, then the Payor tab.Nominee will either Accept or Decline the nomination.

An email will be sent to advise the Nominator and the Status will be updated to “Accepted”.

CA, PA & LA

nominate a designated payor from the titles screen
Nominate a Designated Payorfrom the Titles screen

You can also Designate a Payor from the Titles screen for one or more titles

Click on the Designate Payor button at the top of the data table

Click on the checkbox to the left of the title number or several title numbers at once – up to 10 titles at one time

nominate a designated payor2
Nominate a Designated Payor

Type a portion of the Company Name and click on Nominate. Select the correct name and an email will automatically be sent to the nominee.

i m not able to designate a payor
I’m not able to Designate a Payor!
  • The Industry Working Group agreed with the Ministry that certainty is needed with regard to the Designated Payor of a title.
  • Therefore, a limitation was imposed to prevent Payor nominations from occuring between 11 days prior to the anniversary date and 60 days after.
  • Owners are expected to discuss and decide who the Designated Payor of a title will be 12 days before the anniversary date of the title. There are 293 days in the year in which Payor Nominations can occur.
  • After that time, the Designated Payor named on the title must make payment on the title. Arrangements for reimbursement will have to be made privately between partners.
hands on4
Hands On

Review Title Details Screen

  • Choose a title from the All Titles screen and drill down to the Title Details screen.
  • Add a Payor File Number.
  • View each of the 5 tabs on the Title Details screen.
  • Nominate a Designated Payor (your neighbour) for a title, Accept if your company was nominated.
detailed reviews

Detailed Reviews

Primary Term Statement

CA & PA

statements primary term
Statements – Primary Term

Displays all titles you are the Designated Payor of, that are within their Primary Term.

CA & PA

primary term statement
Primary Term Statement

Unpaid titles, Carried Forward from the Previous Statement, appear under the red heading bar.

Unpaid titles that are part of the Current Statement appear under the blue heading bar.

CA & PA

primary term statement1
Primary Term Statement

January 1st Statement:

Up to 60 daysPast Due (late penalty added)

Current

(Blue Section)

Not Past Due

Nov

Dec

Jan

Feb

Mar

Apr

May 1-31

Carried Forward (Red section)

Day 61 – Paid titles disappear. So do Not Paid titles - Not paid? …uh oh!

default letters will be a thing of the past effective july 1 2010
Default Letters will be a thing of the pastEffective: July 1, 2010
  • Why?
  • Because your Statements are available for viewing online anytime.
  • You will receive a monthly reminder to view your Statements.
  • Statements are dynamic – each day, titles will be added as they become due, or removed as they fall off.
    • Fall off? When a title is paid within the 60 day grace period, it is displayed as PAID and it falls off the statement at 61 days. If a title is not paid within the 60-day grace period, it is displayed as UNPAID and at the end of the 60-day grace period, it will no longer appear on the Statement and will be cancelled by the Ministry.
primary term statement2
Primary Term Statement

You can select titles to Print Preview

Select Titles and Make Payment on them

Or Select Titles and Create a Pending Payment for internal approval (Optional)

CA & PA

pending payments
Pending Payments
  • Pending Payments are CompletelyOptional!
  • If your Payment Administrator requires internal payment approval, prior to making payments, you will want to use the Pending Payment option.
  • If your Payment Administrator is authorized to make payments, without pre-approval, you will not need to use the Pending Payments option.
pending payments1
Pending Payments

Statement Screen

Pending Payment

You can view your Pending Payments from the Statements screen

CA & PA

create a pending payment
Create a Pending Payment
  • You can create a Pending Payment from any of the three Statements, have it Approved (signed), return to the Pending Payment later and make payment.
  • A Pending Payment is a static document, with the exception of late payment penalties…
late penalties
Late Penalties
  • Late penalties will be calculated and apply if there is a long enough delay between approval and payment.
  • Can I pay Late Penalties separately?
    • No. Late Penalties are included in the calculations and cannot be paid separately.
  • If you are paying far enough in advance, late penalties should not be an issue, but this is something to be aware of when creating a Pending Payment for approval.
avoiding late penalties
Avoiding Late Penalties
  • Pay ahead - For example:
    • If you are paying your November titles on October 1st, you have the month of October to obtain your approval, before any late penalties will be added to the Pending Payment.
    • If you are paying November rentals within the month of November, you run the risk of paying late penalties on some, or all of your titles, as their anniversary dates pass, thus rendering your payment approval invalid. To avoid invalid approvals, you may wish to add something that addresses Late Fees to your Pending Payment:
pending payment suggestion
Pending Payment - Suggestion
  • The Approver approves the subject amount for payment to the Crown, with the understanding that a delay in making payment on one or more of the titles within this list of titles beyond their anniversary date may result in the addition of late payment penalty fees. Late payment penalty is calculated as follows: On Leases calculated at 1.5% of annual rent for days 1 to 30 and 3% of annual rent for days 31 to 60; and on Drilling Licences, calculated at $500.00.
pending payment changes
Pending Payment – Changes?
  • Can I add or delete titles from a Pending Payment?
  • No. Adding or deleting titles from a Pending Payment defeats the purpose of obtaining approval for a batch payment. The only way to add or delete titles is to delete the entire Pending Payment and begin again.
payment confirmation
Payment Confirmation

Each time you Make a Payment in ePayments, the Payment Confirmation Screen will appear.

You can print this screen for your records.

You will be required to verify:

The Rental payment shown for each title is correct

The Pre-Authorized Debit Amount is correct

The Required Funds for Pre-Authorized Debit are available

Then you can click on the Pay button

CA & PA

payment confirmation vs receipts
Payment Confirmation vs. Receipts
  • Each time you make a payment, you will receive a Payment Confirmation by email.
  • A Payment Confirmation is not an official Receipt.
  • An official Receipt is issued when the Ministry has processed your payment and granted continuation of your title for another year.
  • Primary term titles are usually processed overnight and your Receipt is available on the Title details screen at that time.
payment confirmation vs receipts1
Payment Confirmation vs. Receipts
  • Titles continued beyond theirprimary term will be officially Receipted when the Ministry approves the continuation, or the Submission they were included in.
  • Receipts issued by ePayments can be viewed and printed from the Title Details screen.
viewing printing receipts
Viewing & Printing Receipts

Receipts can be viewed and printed from the Title Details screen

Receipts issued by ePayments are bold and can be clicked on and printed for distribution and filing.

60779

Receipts issued pre-ePayments implementation are greyed out and are not available for viewing. You have already received and filed them.

CA, LA & PA

one title per receipt
One Title Per Receipt
  • There is only one title per Receipt, to ensure confidentiality between various Owners and Payors. For example:
    • If a Payor pays for a number of titles owned by various Owners, the Owners can only see the Receipts for the titles they own.
    • “One title per Receipt” ensures Owner A cannot see Owner B’s confidential information.
hands on5
Hands On

Pay a Primary Term Statement

  • Open the Primary Term Statement and sort titles by anniversary date.
  • Select two titles. Click on Make Payment.
continuation extension statement

Continuation/Extension Statement

Detailed Review

CA & PA

continuation extension statement1
Continuation/Extension Statement
  • Contains all titles that can be continued beyond their primary term that do not need to be, or are not part of, a Submission.
    • E.G. previously continued under:
    • Section 62
    • 58A
    • 58B
  • You may choose to include a title from the Continuation/Extension Statement in a Submission:
    • If you choose to continue it under a different Section from the previous year, or
    • Choose to include it with other titles you are submitting as a Grouping.
continuation extension statement2
Continuation/Extension Statement

View the Continuation/Extension Statement from the Statements Screen

CA & PA

continuation statement
Continuation Statement

Select titles you wish to pay

Select titles and Print Preview for your records, if you wish

You can’t pay titles from the Statement that are already part of a Pending Payment or a Submission. No duplicate payments in ePayments!

Make Payment now or Create a Pending Payment

CA & PA

continuation statement status
Continuation Statement - Status
  • UNPAID – The title has not yet been paid.
  • WAITING FOR LA APPROVAL – The Land Administrator must make a decision on the Manage Expiring Titles screen to add the title to the Statement or make payment by Submission.
  • IN PROGRESS – Payment has been made and once the money has been debited from your account and confirmed by the Ministry, the status will change to PAID (usually overnight).
  • ON SUBMISSION – Already part of a previously created Submission. Cannot be paid from the Statement.
  • PENDING PAYMENT – Already part of a Pending Payment. Must be paid from the Pending Payment and not through the Statement.
land administrator to approve or not approve
Land Administrator – To Approve or Not Approve?

Some companies require the Land Administrator to pre-approve all continuations beyond their primary term. Some companies do not.

A checkbox was added to the User Authorization screen at the request of the Industry Work Group, to accommodate these diverse corporate needs. Only the Company Administrator has the authority to choose.

Checking the box allows the Payment Administrator to Make Payment on ‘automatic’ continuations, such as Section 62 and Section 58A or 58B.

Not checking the box means the Land Administrator must review and approve all continuations prior to payment.

CA

with two exceptions
With Two Exceptions…

Effective September 30, 2009, titles that are eligible for either 58A or 62 will be included in and captured by the “Allow Continuation/Extension Statement” checkbox on the User Authorization screen.

  • Titles that have a status of:
    • P – final year
  • Titles that are eligible to be continued under more than one section (e.g. 58A or 62)
    • Will have a status of
      • “Waiting For LA Approval”,
    • regardless of whether the “Allow PA to Make Payments” checkbox is checked, or not.
waiting for la approval
Waiting for LA Approval

When the checkbox on the User Authorization screen is not checked, this is what the Payment Administrator will see on the Continuation/Extension Statement:

The Checkbox will be greyed out and the status will be“WAITING FOR LA APPROVAL”

CA & PA

status unpaid
Status - Unpaid

When the checkbox on the User Authorization screen is checked, this is what the Payment Administrator will see on the Continuation/Extension Statement:

The Checkbox will be enabled and the status will be “UNPAID”

The Payment Administrator can now Make Payment on these titles.

CA & PA

steps to take when status is waiting for la approval

Steps to take when status is:“WAITING FOR LA APPROVAL”

The most frequently asked question is:

“What do I do when the status on the Continuation/Extension Statement is “WAITING FOR LA APPROVAL. What does it mean?”

The steps that follow are available in the FAQ on the Help? Icon in ePayments or on the Ministry’s ePayments web page: http://www.empr.gov.bc.ca/Titles/OGTitles/ePayments/Pages/default.aspx

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Logon to ePaymentshttps://epayments.gov.bc.ca, as either Land Administrator or Company Administrator

  • Click on Manage Expiring Titles
  • Select either the Lease or Drilling Licence tab (Drilling Licence tab may take a few seconds to load – look for the green bar at the bottom of the screen that indicates the screen is loading
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Leases:

  • Click on the ‘62’ or ‘Not 62’ radio button
  • Click on the ‘On Stmt’ radio button
  • Click on the ‘Update Title Changes’ button at the top of the table
  • The status will change to ‘UNPAID’ on the Cont/Ext Statement and the checkbox will be enabled, allowing your Payment Administrator to make payment on the title.
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Drilling Licences:

  • Click on the ‘3(5)’ or ‘Not 3(5)’ radio button
  • Click on the ‘On Stmt’ radio button
  • Click on the ‘Update Title Changes’ button at the top of the table
  • The status will change to ‘UNPAID’ on the Cont/Ext Statement and the checkbox will be enabled, allowing your Payment Administrator to make payment on the title
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To continue the title under a section different from the previous section:

Must create a cont/ext submission and

Pay it from the Submission Requests Statementand

Write the submission number on the application.and

Submit the written application.

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Hands On

Continuation/Extension Statement

  • Open the User Authorization screen and click on and off the Allow Continuation/Extension on Statement checkbox – refresh your Continuation/Extension Statement each time you click on or off the checkbox. Notice the differences?
  • Sort and select one title for payment. Click on Create a Pending Payment. Remember to name it.
  • Open the Pending Payment from Statement screen and Make Payment.
submission request statement

Submission Request Statement

Detailed Review

CA & PA

submission requests statement
Submission Requests Statement

View the Submission Requests Statement from the Statements Screen

CA & PA

submission request statement1
Submission Request Statement

Select Submissions for Payment 

Print Preview or export data

Make Payment or Create Pending Payment

CA & PA

submission request statement2
Submission Request Statement
  • You can create a Pending Payment.
  • You can pay as many or as few of the Submissions as you want.
  • Like the other two statements, Late Penalties may apply.
  • You will receive a Payment Confirmation by email and official Receipts will be issued when the Ministry completes its review.
managing expiring titles

Managing Expiring Titles

Detailed Review

CA & LA

managing expiring titles1
Managing Expiring Titles
  • The Land Administrator uses the Managing Expiring Titles screen to accomplish two main functions:
      • Review and Add titles to the Continuation/Extension Statement for Payment by the Payment Administrator
      • Create Submissions to continue titles that cannot simply be added to the Continuation/Extension Statement
managing expiring titles features
Managing Expiring Titles - Features

Print Preview/Export data

Search by Date Range

Click here to access

Two tabs divide titles into Leases and Drilling Licences

Sortable Headings

CA & LA

radio buttons on statement or on submission
Radio Buttons – On Statement or On Submission

**Always click on the “Update Title Changes” button after selecting radio buttons, regardless of whether you are going to pay from the Continuation/Extension Statement or pay by Creating a Submission.

On Statement

On Submission

OR

You must choose one, or the other

CA & LA

radio buttons not 62 and 62
Radio Buttons – “Not 62” and “62”

**Always click on the “Update Title Changes” button after selecting radio buttons, regardless of whether you are going to pay from the Continuation/Extension Statement or pay by Creating a Submission.

62

Not 62

OR

You must choose one, or the other

CA & LA

add to statement or create submission
Add to Statement OR Create Submission

When you select On Submission, click on the “Update Title Changes” button, then on the checkbox(s) next to the title(s) and then click on “Create Pending Submission”.

When you select On Statement, click on “Update Title Changes”, to add those titles to the Continuation/ Extension Statement.

CA & LA

adding titles to the continuation extension statement

Adding Titles to the Continuation/Extension Statement

(From Manage Expiring Titles screen)

CA, PA & LA

which titles can be added to continuation extension statement for payment
Which Titles Can Be Added to Continuation/Extension Statement for Payment?

A Red background indicates the Land Administrator must take action (usually Make a Submission) to continue the title.

If it has a Green, Orange or Yellow background, it has already been dealt with – part of a Submission, part of a Pending Payment, or Cancellation Request pending, respectively.

Titles with a Gray Background can be added to the Continuation / Extension Statement for Payment by the Administrator.

CA, LA & PA

unless
Unless…
  • The Ministry has decided the title can no longer be continued under its previous section and requires you to Make Payment by Submission.
  • The background may be grey, but the On Statement radio button will be disabled and you will receive a letter in advance, advising you to make application and payment by Submission.
what if a title is green and we know we didn t create a submission
What if a title is green and we know we didn’t create a Submission?
  • If a title is highlighted green and you know you and your partners have not created a Submission, it is likely because the Ministry has received a manual payment on the title and wishes to prevent a second payment being made through ePayments.
  • The Ministry does not have a consistent way of reflecting manual payments received in ePayments, so we have created a work-around to colour these titles green.
  • Once all manual payments have been processed, this override will no longer be required.
add titles to cont ext statement
Add titles to Cont/Ext Statement

Click the On Statement Radio Button(s)

Click on Update Titles

You MUST click on Update Title Changes or the title will not be added to the Statement

Payment Administrator will be notified by email that titles have been added to the Continuation/Extension Statement and may now be paid.

CA & LA

tip open two browsers
TIP! Open Two Browsers

Managing Expiring Titles

Continuation/Extension Statement

Add a title to the Statement (On Statement, Update Title) and click on the Refresh button to view it.

CA, PA & LA

choices choices choices
Choices, choices, choices…

Had 58A/B last year, Want 58A/B again this year: On Statement, Not 62, Update Titles

Had 58A, On statement disabled, received a letter:

On Submission, Not 62, Create Pending Submission

I want 62 first, second or third year:On Statement, 62, Update Titles

CA, LA & PA

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Quick Reference Tool – “Cheat Sheet”

  • “Cheat Sheet “ is Available:
  • On the ePayments web pageOR
  • As a link in ePayments
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Hands On

Continuation/Extensions – Add to Statement

  • Open a New Browser. Open the Continuation/Extension Statement screen.
  • From Managing Expiring Titles, sort and select title(s) for adding to Statement. Update Titles.
  • Refresh Statement.
  • Make Payment.
submissions1

Submissions

Detailed Review

Payment Administrators must attend the remainder of the session, as there is information to follow that youwillneedtoknow!

CA, PA & LA

important
IMPORTANT!
  • Creating a Submission in ePayments is for the purpose of calculating payment.
  • You MUST send in your backup documentation to the Ministry, as before and you MUST write the Submission number on your documentation.
deadlines
Deadlines!
  • Your paper application and payment should BOTH be in the Ministry’s office by midnight of the Anniversary date, or be subjected to late payment penalty.
  • Specific Deadlines are as per the Act and Regulations.
  • You may have to advise your Geologists and Landmen to have the paper documentation ready a minimum of two days before the Anniversary date, so you will have time to process the payment in ePayments and courier your paper application.
who can create a submission
Who can Create a Submission?
  • The Ministry prefers the Payment (Submission) and the backup documentation (written application) be submitted by the same company (the Designated Payor).
  • The Land Administrator for the Designated Payor company and the Company Administrator can create Submissions in ePayments.
  • If you are with the Owner company, but are not the Designated Payor company, you will not be able to create a Submission, as it will only be visible and payable on the Designated Payor’s Submission Request Statement.
letters of authority
Letters of Authority
  • If the Designated Payor submits the payment and backup documentation, Letters of Authority for continuations, conversions to lease are no longer required.
  • The registered Owner’s intent is implied by authorizing the Designated Payor to make decisions on the title.
  • If you, as an Owner, are not satisfied with that authority being held by another party, nominate your company as Designated Payor.
submissions definition types
Submissions – Definition & Types
  • A Submission is required to calculate payment for the following types of transactions:
    • Continue a title beyond its primary term,
    • Continue a title under a Section other than the section it was previously continued under,
    • Convert a Drilling Licence to Lease.
    • Not all continuations beyond primary term require a Submission, such as 58A and Section 62 continuations.

Yes… it’s a duplicate slide…foremphasis

submissions where can i view
Submissions – Where Can I View?

View Submissions for a Specific Title on the Title Details screen. Open, Pending & Closed.

CA, PA & LA

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Submissions – Where can I View?

ViewAllSubmissions from the Submissions Screen.

Open

Pending

Submission Number

Closed

Filter By Date Range

Or, Title Number

CA, PA & LA

continuation extension submission

Continuation/Extension Submission

Detailed Review

CA, PA & LA

create a continuation extension submission
Create a Continuation/Extension Submission

From the Managing Expiring Titles screen

1. Check title 

2. Click “On Sub” Radio Button

3. Click “Not 62” (if more than one section, outline in your documentation)

4. Change Hectares, if required

CA & LA

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Create a Continuation/Extension Submission

5. Click on Create Pending Submission

6. Remember to create separate Submissions for titles that are not related to each other

CA & LA

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Create a Continuation/Extension Submission

Your Pending Submission Number will appear

You can adjust the Hectares

All fees will be calculated

You Must click on Save Modified Pending Submission to SAVE YOUR SUBMISSION and be able to return to it, or it will be locked.

Add another title

Delete a title

Or Delete the entire Submission

CA & LA

create a continuation extension submission3
Create a Continuation/Extension Submission

When you have received internal Approval (if required), click on  Approve

Create Open Submission

Once you click on  Approve, a new button will appear: “Create Open Submission”. If you are certain there are no more changes to make to your Submission, Click on it.

An email will be generated to the Payment Administrator, advising them that the Submission is ready for payment. Send your documentation to the Ministry immediately.

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Hands On

Create a Continuation/Extensions Submission

  • Create a Continuation/Extension Submission from one of your titles on the Manage Expiring Titles screen.
  • Choose a title, click the On Submission radio button, click on the Not 62 radio button, click on the Create Pending Submission button.
  • Add a title to the Submission, Delete the same title.
  • Save your Submission! Do not forget!
  • Close the Pending Submission (X out), then open it again from the Submission link on the main menu. Click on Approve checkbox and button, then on Create Open Submission.
split leases split transfers

Split LeasesSplit Transfers

Continue to Make Payments Manually

CA, PA & LA

convert to lease submission

Convert to Lease Submission

Detailed Review

CA, PA & LA

create a convert to lease submission
Create a Convert to Lease Submission

From the All Titles screen

1. Check Title 

2. Click on Create Pending Submission

CA & LA

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Convert to Lease Submission

You will be prompted to enter child titles from the original title(s)

Enter the hectares, click on Add Lease

Click on Confirm, then Create Pending Submission

CA & LA

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Convert to Lease Submission

Your Pending Submission Number will appear

You can adjust the Hectares

All fees will be calculated

Add another title

Delete a title

You Must click on Save Modified Pending Submission to SAVE YOUR SUBMISSION to be able to return to it, or it will be lost.

Or Delete the entire Submission

CA & LA

convert to lease submission3
Convert to Lease Submission

When you have received internal Approval (if required), click on  Approve checkbox and button, then on Create Open Submission.

An email will be generated to the Payment Administrator, advising them that the Submission is ready for payment. Send your documentation to the Ministry immediately.

Create Open Submission

CA & LA

extend a dl and convert it to lease
Extend a DL and Convert it to Lease
  • To Extend a portion of a DL and convert the remainder to lease, you will need to create two submissions:
  • Continuation/Extension submission for the DL
  • Conversion to Lease Submission for the Convert to Lease portion
  • There is an exception to the “One Submission at a time” rule for DL’s, for this reason.

CA & LA

wait just a minute

Wait just a minute!

What about Groupings?

CA & LA

groupings
Groupings
  • Wait a minute! How come I don’t enter anything into ePayments about the fact that the titles in my Submission are to be grouped?
  • ePayments is a payment system. Some Submission functionality is added for the purpose of calculating payments, but your Submission and Grouping requests are in your documentation.
  • Enter titles that are to be grouped together in the same Submission, for payment calculation.

CA & LA

groupings clusters
Groupings – Clusters
  • For each Grouping, whether 2 drilling licences or a cluster of drilling licences, they should go together in the same Submission, if they’re related.
  • If the Groupings are not related, they should be in separate Submissions.

CA & LA

groupings 2 dls within 4km of each other
Groupings – 2 DLs within 4km of each other

Two DL’s grouped together should be submitted as one Submission

DL 1

DL 2

CA & LA

groupings cluster example all within 4 km of each other
Groupings – Cluster Example (all within 4 km of each other)

DL 1

DL 3

DL 4

DL 5

DL 6

DL 2

CA & LA

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Hands On

Convert to Lease Submission

  • Create a Convert to Lease Submission from one of your titles.
  • Approve and Open the Submission.
  • Pay it from the Submission Request Statement.
submission tabs

Communication Log

Submission Tabs

Milestones

Payment Requests

Detailed Review

Titles

CA, PA & LA

communications log
Communications Log

Send an Email

Add a Log Entry

Link to one of the titles in your Submission

CA, PA & LA

communications log1
Communications Log

Add a Log Entry – for actions, such as “Documentation Sent”, or notes, such as “Agree to change of hectares on Lease 12345”

CA, PA & LA

communications log2
Communications Log

Send an Email

Link to a title

cc to anyone required

Attachments should be 5 pages or less. All application documentation should be sent by mail or courier.

CA, PA & LA

The Ministry does not have plans to accept larger attachments. Remember: ePayments is a payment system.

milestones what is the status of my submission
Milestones – What is the Status of my Submission?
  • The Ministry will add Milestones to your Submission according to where it is in the Review Process:
        • Received
        • Requested
        • Information Received
        • Completion Pending
        • Payment Requested
        • Payment Received
        • Refund Notification
        • Refund processed
        • Submission Complete

CA, PA & LA

payment requests
Payment Requests

From time to time, the Ministry will request additional funds, usually as a result of adjusting hectares on a title included in a Submission.

The Payment Administrator will make Payment for these requests from the Payment Request tab.

CA, PA & LA

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Titles

View the titles in your Submission from the Titles tab.

$ breakdown per title number

Child Titles

Parent Titles

Permanent Title Numbers are assigned when Submission is Approved by the Ministry

CA & LA

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Hands On
  • View the different places you can access your Submissions – by clicking on a specific Title; the Submissions screen; the Submission number link in Manage Expiring Titles; and on the Submission number link in the Submission Requests Statement.
  • View the 4 Submission tabs on an Open Submission
  • Add a Log Entry to an Open Submission

Submissions

submission lifecycle
Submission - Lifecycle
  • Pending Unpaid Submission
    • Land Administrator (LA) prepares all documentation for an Application to Continue or Convert.
    • LA calculates payment by Creating a Pending Submission in ePayments.
    • LA receives internal Approvals (as required)
    • Status: Pending, Unpaid

CA, PA & LA

submission lifecycle1
Submission Lifecycle
  • Open UnPaid Submission
    • LA Approves Submission
    • Status: Open, Unpaid

CA, PA & LA

submission lifecycle2
Submission Lifecycle
  • Open Paid Submission
    • Payment Administrator makes payment
    • LA adds Submission Number to documentation
    • LA sends all documentation to the Ministry for Review
    • Status: Open, Paid

Ministry will not begin reviewing your application to continue until they receive the documentation. Failure to submit a written application means your titles will not be updated and your titles are at risk of being cancelled.

CA, PA & LA

submission lifecycle3
Submission Lifecycle
  • Open, Paid Submission, Under Review
  • Email sent to with payment acknowledgement
  • Status: Open, Paid, Under Review

Ministry receives documentation and matches it to your Payment, beginning the Review process.

CA, PA & LA

submission lifecycle4
Submission Lifecycle
  • Approved & Closed
    • Ministry completes Review of Submission and Approves
    • Status: Approved &Closed

CA, PA & LA

cancellations

Cancellations

Detailed Review

CA & LA

view your cancellations
View your Cancellations

From The All Titles Screen

Export & Print

CA & LA

cancellation requests
Cancellation Requests

Request a Cancellation from the All Titles Screen

CA & LA

After you receive confirmation from all registered Owners…

confirm cancellation
Confirm Cancellation

Click on Confirm Cancellation Request

Print Preview for your records

Ministry will delay actual cancellation of a title until 60 days after the anniversary date of the title, but the cancellation will be effective on the anniversary date.

CA & LA

cancellation requests oops
Cancellation Requests – Oops!

You may Cancel your Cancellation Request!

CA & LA

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Hands On
  • Request a Cancellation.
  • Reverse the Cancellation Request.

Cancellations

refunds
Refunds
  • Online Refunds are currently Optional.

Individual Submission Refunds can be viewed on the Milestones tab

CA, PA & LA

refund report
Refund Report

View all Online Refunds from the Refund Report

Use the Filtering System to Search by…

Title No.

Submission No.

Payor File No.

Print Preview for your Convenience

Date Notified

Date Processed

CA, PA & LA

thank you for attending

To consolidate your learning, a copy of this training material is available on the Ministry’s ePayments website, as well as 28 topic-specific, Self-Tutoring Adobe Captivate Training Modules, modelled after this training material.http://www.empr.gov.bc.ca/Titles/OGTitles/ePayments/

Thank You for Attending!

Total Time to View: 2.5 hrs