2 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 agencys transition, your payment & remittance processes for your new accounts on TSYS will also change Its 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
4 New CAL-Card Statements Corporate 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 agencys 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
5 New CAL-Card Statements Cardholder Account Statements Cardholders also receive individual statements These statements detail the cardholders 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
6 New CAL-Card Statements Corporate Summary or Managing Account Statements Amounts due for an Agencys 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
7 New CAL-Card Payment Remittance Address Check payments for accounts on Total Systems go through U.S. Banks 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 St. Louis, MO
8 Rocky Invoices Clearing 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.
9 Check Payment Procedures Scenario 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
10 Payment Procedures Accounts 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
11 Check Payment Scenario # 1 One U.S. Bank Payment Coupon / One Check Coupon Enclosed with Payment Notes: The payment coupon must balance to the check amount.
12 Check Payment Scenario # 1 One 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 $ balances with the payment coupon amount of $500.
13 Check Payment Scenario # 2 One U.S. Bank Payment Coupon / Multiple Checks Coupon Enclosed with Payment Notes: Check amounts must balance to the amount due on the payment coupon.
14 Check Payment Scenario # 2 One 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
15 Check Payment Scenario # 2 One 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.
16 Check Payment Scenario # 3 Multiple 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
17 Check Payment Scenario # 3 Multiple 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
18 Check Payment Scenario # 4 Corporate 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.
19 Check Payment Scenario # 5 One 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 on both.
20 Check Payment Scenario # 6 One 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.
21 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 to Contact your U.S. Bank Relationship Manager for any additional questions