Frequently Asked Questions
Accounts Payable
Credit Cards on the Web
- How do I synchronize my internet payments collected on MiraPay with my deposit to Revenue Control?
- How does the department deposit the web payments to Revenue Control?
- What bill or reciept is required documenting the customer's web purchase?
- How do I get my new Internet Merchant Number?
- How does a Department get started?
- Why use MiraPay?
- What is MiraPay?
- What are the costs associated with Credit Card payments?
Insurance
Accounts Payable needs 4 pieces of information: 1. The brown envelope with the codes. 2. The white "remittance" voucher (show sample). 3. The backup documentation 2 signatures (who received the money & who gave out the money). 4. The receipt.
There is a very good cheque requisition format on the Accounts Payable website. It is quite legible and Departments can adapt it for their own use. For example, bolding the codes or any special mailing instructions. Typing also helps avoid errors.
If you have an invoice, you can use a coding sticker. Use a cheque requisition if there is no invoice or if you would like any special mailing instructions noted.
See the Purchasing rules for HVPO use, but a good "rule of thumb" is that anything over $3000 should be on a HVPO unless covered by a systems contract. For a list of the Systems contracts (either by Supplier or Commodity), visit the Purchasing web site.
Unless we are told which line or lines has the GST, Accounts Payable staff have been instructed to take GST on the first line of code. It would also be helpful if the total amount of GST were indicated on coded invoices in the space provided (Hotel bills in particular).
In most cases, the University gets a 67% rebate on GST. The Controller's Office has a list of Departments and specific codes that vary from this, (library books or Hospitality Services food Suppliers, for example).
Tax rules
Please pay attention to the tax rules and identify on LVPO's. This would be a big help to Accounts Payable staff, especially for US and Out of Province purchases. Some US Suppliers have a GST registration # which will affect the tax designation on a LVPO. It is a big help if the LVPO tax designation is filled in so A/P staff knows which "code" to use.
For example, if a US supplier charges GST on the invoice and quotes a GST number, then the tax would be different from a Supplier with no GST number. The GST would then be charged at the Border by Customs.
If Accounts Payable keyed in the wrong coding, we will do a journal entry to correct. Departments will have to do adjusting journal entries if they wrote down the wrong number. Please make sure the numbers are legible to avoid as many corrections as possible. Hand written codes on low value Purchase Orders and, in particular, the pink and green copies are sometimes very faint.
A copy of the paid invoice is sent to a Department if we have not already sent a copy requesting authorization. Also, if an original invoice has come to Accounts Payable from a Department, we do not send you back notification of payment. Most systems invoices are also not sent to Departments but there are exceptions (Travel Companies, for example).
The quick answer is "NO" as most systems Suppliers are unable to handle this format. There are, however, exceptions but you must identify these Suppliers or you may only see one line of coding on FRS.
Each night at a specfied time, MiraPay will process the internet payments collected on your site. This information is available to the designated MiraPay administrator as an End of Day (EOD) report. This should agree with the information collected on your own site.
Daily, the department administrator logs onto the MiraPay website at www.mirapay.com as the authorized MiraPay administrator. The administrator prints off the "end of day" (EOD) web-payment register that lists the payments processed to-date. The department attaches the MiraPay web payment register as backup to the RRV Revenue Remittance Vouchers and then forwards both to Revenue Control (4th floor, UC). These deposits are recorded daily by CIBC to the University's bank account, referenced by the appropriate Internet Merchant number.
The departmental e-commerce system must generate a payment invoice prior to authorizing a transaction. The purchase totals should appear as an on-line invoice after your customers have selected their goods or services. The departments on-line invoice would include; date of the transaction, bill to name and address, short description of the goods or services involved total cash price plus any taxes, etc.
If a customer disputes the web payment and VISA or M/C determines that the department's documentation is not adequate than VISA or M/C will refund the payment to the customer and charge-back the department the original charge collected. E-commerce system typically includes an on-line payment invoice, confirmation number and order acknowledgement email. For an overview of MiraPay and website setup instructions refer to the attached.
Once you understand the costs and benefits of your proposed e-commerce application then you need to apply for an Internet Merchant number through Revenue Control. Contact Bernadette Wall or Glenn White and they will process your Global payments Internet Merchant application.
- Analyze your requirements and determine if credit card payments via the web meets your needs.
- Design and develop an E-commerce web based system (shopping cart application) that would include detailed description of goods and services, delivery method, product list in CDN dollars, refund policy, etc.
- Log onto www.mirapay.com for more information.
- Obtain your new Internet Merchant number (refer FAQ 4).
- For further information contact Glenn White at Revenue Control
Using Mirapay eliminates the need for each department to develop their own credit card validation site. This avoids any liability and security issues of the University having access to the users credit card information. In addition, the web payments are deposited directly to the University's bank account along with the appropriate Internet Merchant account number.
MiraPay is a secure Internet payment POS (Point of Sale) solution using standard Secure Sockets Layer [SSL -Note (1)] encryption technology widely available on standard web browsers. Using the MiraPay service ensures that during the consumer's shopping experience at the vendors web site, they can submit their credit card account number and feel confident that their personal information will not be used for any purpose other than processing the transaction.
MiraPay is Eigen Development's e-commerce payment gateway service that processes credit card transactions for Merchants who have had an Internet Merchant account (Visa and Mastercard) setup by Revenue Control.
| Jan. 2007 Update |
Teledeposit (Manual Imprinter) |
Electronic POS Terminal | Web Based MiraPay |
| VISA Fee | 1.79% | 1.79% | 1.79% |
| MasterCard Fee | 1.83% | 1.83% | 1.83% |
| Transaction Fee | $0.30/transaction | $0.15/debit card transaction | Call x. 53312 for fees |
| Monthly Fee | $5.99/month per unit | $30.00/month/ POS card unit | Call x. 53312 for fees |
| Initial Setup Fee | zero Refer to Stand Cost below* | Zero | Call x. 53312 for fees |
Any vehicle that is hired for less than 30 consecutive days is considered a rental vehicle. This type of vehicle is not added to the University's insurance policy. The rental company is responsible for obtaining the minimum legally required liability insurance. Most rental company self-insure the physical damage for these vehicles.
Any vehicle that is hired for more than 30 consecutive days is considered leased and is added to the University fleet. It is the University's responsibility to obtain insurance for vehicles it leases.
It is not necessary to purchase insurance from the rental company. The University's Insurance policy extends coverage to include rental vehicles. The maximum covered is $45,000. If the vehicle you are renting has a value greater than $45,000 purchase the rental company's Loss Damage Waiver coverage.
This is an additional daily charge that the rental company offers the renter in order for the rental company to waive any claims against the renter in the event of damages to the rented vehicle. The University provides this coverage up to $45,000.
Please fill out the following form and submit a copy to Arthur Chrysler and one to the Insurance Office. www.uoguelph.ca/finance/uploadFiles/ARTD1.pdf
A vehicles being used for University business can be rented from any business that rents vehicles. University of Guelph has a preferred vendor arrangement with Budget Car Rental in Guelph.
The departmenet that has provided authorization for the use of the University vehicle is responsible for the deductible.
For vehicles less that 4500 kg the deductible is $1000. Vehicles over 4500 kg have a $2500 deductible.
Only qualified drivers are permitted to use University vehilces. No other person shall operate the vehicle, including relatives, friends or other employees.
You are requiered to complete the "Terms and Conditions Agreement" form prior to using a University vehicle. Complete the form ans submit a copy to the Insurance Office. Keep a copy for your Department.
University vehicles are to be used for University business ONLY. The vehicles are NOT to be used for any personal purposes.
Only qualified drivers that have a current and valid/unrestricted drivers licence who have filled out the "Terms and Conditions Agreement Form" Please see www.uoguelph.ca/ehs/policies/07-07.pdf
No. You are responsible for your own propery. You may be able to seek compensation from your home insurer.
Report an accident immediately or as soon as resonably possible to the Insurance Office.
Never admit liability. If you do, you may be prejudicing the insurer's position.
File a claim form immediately or as soon as is reasonably possible. The form can be found at the following website www.uoguelph.ca/finance/uploadFiles/ARTD2.pdf