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Procurement Services

ePayables FAQ

Is this a requirement? Will it affect our Supplier-Client relationship if we decline?

Our ePayables program is a major and important initiative of FSU. This is the preferred method of payment and part of an effort to reduce checks and eliminate paper waste and inefficiencies. Participation in this program may be a consideration in future procurement decisions. We do not mandate participation in this program as suppliers may select from one of the following payment terms:

- FSU’s ePayables Program (Preferred)
- 2% 10 NET 40 via ACH or PayMode (Bank of America)
- NET 40


What are the benefits to a supplier of accepting a credit card payment?

There are many supplier benefits:

- Saving time and money. Reduces the labor, hassle, expenses, and risk associated with checks
- Enhancing cash flow. Expedites the receipt of cash by eliminating mail and paper check float
- Expedited payments. Typically, ePayables’ payments are available within 48 hours of payment processing compared to lengthy time of issuing checks (standard net 40 terms)
- Enhanced reporting. You will receive enhanced remittance information for more efficient back-end reconciliation
- Going green. Paperless, electronic payments are more secure, save money and also help conserve the environment by eliminating printing and mailing paper checks
- Preferred supplier status. Enjoy priority status for invoice approval


Are there any fees associated with this method of payment?

Payments will be processed as credit card transactions, so your standard merchant fees will apply. There are not any direct fees imposed by us or the issuing bank.


Is FSU willing to absorb the fees?

We will not absorb fees associated with your Merchant Service Provider.


Our Company requires a signed Card Authorization Form for every credit card transaction. Can you fax this information with the remittance advice?

You will receive the card account information via secure email or directly from us. At that time you can provide your Card Authorization Form to us for signature and maintain that form with the card information. Each remittance advice is your authorization to process the credit card transaction for the exact amount indicated.


How will I receive the card account number, expiration date and the 3-digit CVV2 value on the back of the card?

We will provide you with the card account number and expiration date to keep on file. You will receive this information via phone or by secure email. The 3 digit CVV2 value is not provided in the secure email. If you need the 3-digit CVV2 code, we will provide you with the same via a phone call. If you elect not to keep the card account number on file, you can opt to receive the card account number and expiration date with each remittance advice by secure email.


Isit safe to keep the card number on file?

It is safe to maintain a card account number on file as there are zero dollars on the card until an invoice is approved for payment. Once an invoice is approved for payment, the card will be funded for the exact amount of the invoice(s) and you will receive a remittance advice. The remittance advice is an electronic confirmation that the card is ready to be charged. This technology eliminates risk associated with maintaining the card account number on file.


Will I receive payment for all company locations?

Receipt of payment will remain the same. If you currently receive one check for multiple locations, you will maintain one card account number on file and the remittance advice will identify the appropriate location by invoice number, date and amount. If a separate check is sent to each remit-to address, a unique card number will be assigned for each location.


How will I receive the remittance advice?

You can elect to receive the remittance advice by email or fax. The remittance advice can be sent to multiple email addresses or one fax number. If you elect to receive the card account number and expiration date with each remittance advice, the delivery method is secure email.


Are there other card payment options if our company policy does not allow us to keep a card account number on file?

Yes. If you cannot keep a card account number on file, the card account number and expiration date can be included in each remittance advice and sent via secure email.


How do I get set up to use the secure email website?

In the first remittance advice email you receive, please click on the “secure email” attachment (“securedoc.html”). This will take you to the secure email site registration page. Please enter your email address and create a password and security question and answer. Registration is a one-time process and takes just a minute or two. Once complete, you will be logged in and presented with the entire remittance details in your browser, including payment details, card account number and the card’s expiration date.


What is the process to access the card account number and expiration date from a secure email once I’ve registered on the secure email website?

In each remittance advice email you receive, there will be a “secure email” attachment (“securedoc.html”). When you click on that attachment, you will be taken to the secure email login page where you can log in with your email address and password. Once you’ve logged in, you will be presented with the entire remittance details in your browser, including payment details, card account number and the card’s expiration date.


What if I have trouble logging in or accessing the website?

If you have forgotten your password, there is a standard “Forgot your password” link on the login page. If you click this link, you will be prompted with your security question and assisted through creating a new password.

If you experience other technical difficulties, there will be a link provided in all remittance emails that will take you to a URL (http://securemsg.bankofamerica.com/l-en/en.html) that lists phone numbers and hours of operation for technical help. For support in the U.S., you can call 1.866.765.0732 Monday-Friday, 24 hours a day.


Once the card account information is decrypted, will the card account information continue to stay decrypted?

Each time you receive a secure remittance advice you will be required to click on the link contained within the email to access the card account number and expiration date. Once you log out of that site, the card account information will not be accessible again until you re-authenticate to the site.

Is there a process to assist me if I forget the password to decrypt the card account information?

Yes. There is a “Forgot your password” function that will verify your identity and re-establish a password.


Will the net terms change? How soon will we get paid?

Your terms will remain the same, however, you do gain float associated with this payment method. Funds are typically deposited within 48 hours after processing the transaction.


How does this affect our invoicing? What about credits and short-pays?

Your invoicing, current procedures and our contacts will remain the same.


How Do I enroll in FSU’s ePayables Program?

Contact FSU's Payables and Disbursement Services at 850-644-5021 or epayments@admin.fsu.edu.