With UBC’s Digital Payment Program to replace ePayment launched, all ePayment onboarding requests will be redirected to DPP

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FAQ

Frequently Asked Questions about ePayment

General Information

ePayment Web Service

ePayment Student Financial Account

ePayment Virtual Terminal

ePayment Admin

 

General Information

What fees are associated with ePayment?

The only charges associated with ePayment are the bank fees. The ePayment team does not charge for the use of ePayment. For the breakdown of the bank fees, please visit the Pricing information page.

How do I sign up?

Please visit each appropriate page to sign up for each different ePayment account: Virtual Terminal, Web Service, Student Financial Account.

However, we want to note the following:

- ePayment is only for UBC entities and UBC related activities
- in order to integrate with FMS, merchants will provide us a GL code (Chartfield), and specify it on the setup form (see below). Information can be found here: https://finance.ubc.ca/budgeting-reporting/financial-management-system/a...
- merchants are responsible for setting up their online store/registration website (shopping cart), AND integrating it to ePayment. If you are not able to do this, then one suggestion is to utilize the ePly-ePayment full service option here: https://finance.ubc.ca/banking-leases/pci-dss-compliance/how-comply/ubc-...
- merchants are required to conduct PIA self assessment. A supplementary PIA may be required. Please be guided by this document for UBC ePayment:
https://privacymatters.ubc.ca/sites/privacymatters.ubc.ca/files/REVISED_... More information on PIA can be found here: https://privacymatters.ubc.ca/pia#process
merchant requester is required to complete PCI DSS training. It is also required in order to get access to CBM Admin

The CBM Admin is a web service to help you manage your payments e.g., run reports, find/view your payments, perform refunds, etc.

Information on training can be located here: https://epayment.it.ubc.ca/news/new-epayment-pci-compliance-training-cou...

You may find more information about ePayment and its integration to a web service here: https://epayment.it.ubc.ca/web-service

We suggest to navigate through it along with its child pages to be able to understand the requirements to integrate ePayment to your shopping cart as well as its compliance requirements e.g., PCI, etc.

Once you find these in order, and you are ready, you will need to open a merchant account.

Who can I contact to get more information or discuss ePayment?

First, please ensure that you have read over the following sections for the type of ePayment service you are interested in. There is also extra information available once you have signed up for an ePayment website account with us. (Note, this is different from signing up for an ePayment account.).

  • ePayment Virtual Terminal: allows authorized UBC merchants and their staff to process credit card payments and issue refunds from designated computer, via a web-based "Virtual Terminal", on the behalf of their customers/clients.
  • ePayment Web Service: provides participating UBC departments with secure, real-time authorization and processing of credit card and/or Interac Online® payments on their own website/shopping cart.
  • ePayment Student Financial Account: consolidates items from several departments, including Enrolment Services (tuition and fees), Undergraduate Admissions, Library, Housing, and Food Services into a detailed account statement for UBC students so they can then pay online from the SSC (Student Services Centre).

    • if you still have questions regarding ePayment, then please contact ePayment Support.

Do I need to be concerned about PCI DSS?

Absolutely. While you do not need to undergo acquire your own validation for the ePayment services, you are still subject to PCI DSS requirements and policies and thus have a responsibility to be compliant at all times. Depending on what type of ePayment account you have, they will vary. Please visit the PCI DSS page for more information. Please note: if you are using payment services or systems other than or in addition to ePayment, then it is your responsibility to see if you need to undergo validation for those other services/systems as well.

What type of ePayment service am I using?

If you are manually processing payment transactions on the behalf of your customers/clients, then you are most likely using ePayment Virtual Terminal, and you are considered to be a Virtual Terminal merchant. If you have an online shopping cart or website that allows your customers to "check out" and pay for items/services themselves, then you are using ePayment Web Service and you are considered to be a Web Service merchant. If your system ties in with the Student Services Centre (SSC) and students pay for your items/services using SSC's Student Financial Account, then you are using ePayment Student Financial Account, and you are considered to be an Student Financial Account merchant. If you use a combination of those services, then you will also be a combination of each merchant type; you must meet all the requirements for each type of ePayment service that applies to you.

What kind of ePayment merchant am I?

If you are manually processing payment transactions on the behalf of your customers/clients, then you are most likely using ePayment Virtual Terminal, and you are considered to be a Virtual Terminal merchant. If you have an online shopping cart or website that allows your customers to "check out" and pay for items/services themselves, then you are using ePayment Web Service and you are considered to be a Web Service merchant. If your system ties in with the Student Services Centre (SSC) and students pay for your items/services using SSC's Student Financial Account, then you are using ePayment Student Financial Account, and you are considered to be an Student Financial Account merchant. If you use a combination of those services, then you will also be a combination of each merchant type; you must meet all the requirements for each type of ePayment service that applies to you.

Does ePayment require special equipment?

ePayment is a payment processor that processes online/e-commerce payments only and does not include POS terminal transactions or IVR telephone transactions so there is no need for special equipment, unless it is Virtual Terminal. ePayment Virtual Terminal requires the use of a designated computer ("Virtual Terminal machine") with specific requirements and PCI software controls. The Virtual Terminal can be procured from SHHS. Please note the set up and cost of such equipment is the merchant's responsibility.

ePayment Web Service

What is ePayment Web Service?

ePayment Web Service provides participating UBC departments with secure, real-time authorization and processing of credit card and/or Interac Online® payments on their own website/shopping cart.

Who on campus can help me integrate my website/shopping cart with ePayment Web Service?

Please contact UBC IT Web Services team as they may be able to help you integrate your existing website or shopping cart with ePayment Web Service. If you do not yet have a website or shopping cart, they can also help you set one up.

Who on campus can help me set up a website/shopping cart with ePayment Web Service?

Please contact UBC IT Web Services team as they may be able to help you set up a website or shopping cart.

How do I update the GL account or any other information regarding my Web Service account?

If you need to update your Web Service account, please contact ePayment Support. Please note: if you need to update the GL account information, you must provide it in a specific format. In addition, there is the ability for your shopping cart/website to override stored GL account information in the ePayment system. If that is the case, you will also need to contact the developer or technical contact who has set up your shopping cart/website to update your shopping cart/website as well.

ePayment Student Financial Account

What is ePayment Student Financial Account?

ePayment Student Financial Account consolidates items from several departments, including Enrolment Services (tuition and fees), Undergraduate Admissions, Library, Housing, and Food Services into a detailed account statement for UBC students so they can then pay online from the SSC (Student Services Centre).

Who on campus can help me integrate my merchant system with ePayment Student Financial Account?

Please contact UBC IT Web Services team as they may be able to help you integrate your existing merchant system with ePayment Web Service. If you do not yet have a website or shopping cart, they can also help you set one up.

Who on campus can help me set up a merchant system with ePayment Student Financial Account?

Please contact UBC IT Web Services team as they may be able to help you set up a merchant system.

How do I update the GL account or any other information regarding my Student Financial Account account?

If you need to update your Student Financial Account account, please contact ePayment Support. Please note: if you need to update the GL account information, you must provide it in a specific format. In addition, there is the ability for your shopping cart/website to override stored GL account information in the ePayment system. If that is the case, you will also need to contact the developer or technical contact who has set up your system to update your system as well.

ePayment Virtual Terminal

What is ePayment Virtual Terminal?

ePayment Virtual Terminal allows authorized UBC merchants and their staff to process credit card payments and issue refunds from designated computer, via a web-based "Virtual Terminal", on the behalf of their customers/clients. Payment information is collected either in person, over the telephone, through regular fax and/or from regular mail.

How do I update the GL account or any other information regarding my Virtual Terminal account?

If you need to update your Virtual Terminal account, please contact ePayment Support. Please note: if you need to update the GL account information, you must provide it in a specific format.

ePayment Admin

What is ePayment Admin?

ePayment Admin allows you and/or your staff to view your account payment logs, reports, and issue refunds. These resources can help you reconcile the transactions on your merchant system and ePayment. If you are Virtual Terminal merchant, ePayment Admin will be the Virtual Terminal in which you and/or your staff will visit in order to make payments using your Virtual Terminal machine.

How do I obtain access to ePayment Admin?

First, you must be an ePayment merchant and know your merchant code. If you do not know your merchant code, please contact ePayment Support. Next, complete the requirements of the process found here: https://epayment.it.ubc.ca/news/new-epayment-pci-compliance-training-cou.... These requirements must be completed before access to CBM Admin functions can be granted by SIS Security. Once you have been granted access, you may access ePayment Admin using your CWL ID.

Help! I have lost my ability to refund, look up payments, etc.

If you are experiencing issues with your access, please contact ePayment Support.

How do I issue a refund?

Please refer to the directions under "CBM Adminstrative FAQ" when you are logged into ePayment admin.

In general, once you have located a payment you wish to issue a refund against, there should be a "Process Adjustment" button that will allow you to proceed with the refund.

From that Payment Details page:

1. Select one or more line items if any are displayed and click on the Process Adjustment button to start the adjustment process. If you do not see the button it may be that you are not authorized for adjustments or that the payment has already been fully refunded so no further refunds are allowed.

2. Update the amounts if a partial refund is required and enter comments to explain the reason for the refund.

 3. Click the Refund radio button and then the Process Adjustment button to process the adjustment

 4. A confirmation page will be displayed with the CBM ID and the result of the adjustment

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