Loading...
HomeMy WebLinkAbout2003-10-14 Agenda Packet - Board (17) /9 e,�►�c4 13 Memorandum To: Board of Directors From: Mary Chapman,Administrative Services Manager Date: October 9, 2003 SUBJECT: Discussion of bill payment options 1. WHY THIS ITEM IS BEFORE THE BOARD There have been an increasing number of customers asking if the District accepts credit cards for payment of their utility bills. We've been asked to bring forward some bill payment options to improve our service to our customers. 2. HISTORY Our current payment options are: A. Cash over the counter B. Check over counter, by mail, night drop, in office drop box C. Electronic funds transfer; amount due is taken out of customer account on the payment due date 3. NEW INFORMATION With the increase in the use of the Internet, many customers are looking for more efficient ways to do business. There are some options that the Board needs to consider. Some involve the Internet, others do not. A. RECURRING PAYMENTS: Our billing system allows us to accept recurring payments by credit card. The process we would follow would be much the same as how we process EFTS. The customer's credit card would be set up in the billing master file. On the due date of the billing cycle, we would process the charge on the customer's credit card and credit their account for the payment. The funds would be credited to the District's bank account generally within 24 hours. We would handle rejected payments in the same manner we handle returned EFTs. Once a customer is signed up for this service, it would actually be more efficient for the staff to process their monthly payment than it is to deal with a check that is mailed in each month. The drawbacks are still the discount that the District has to take, dealing with declined payments or expired cards and changing the credit card account number when a customer wants to change the credit card being charged. The costs of the drawback may exceed the benefits achieved. It is difficult to estimate this cost. For example, we currently have 14% of our customers on the EFT program. Last month, we drafted $143,834.88 against 1,425 customer bank accounts. If this group had been on the recurring credit card option, the cost to the District would have been $3,377 for the month. That is, 1,425 times a $.20 transaction fee plus 2.15% (the discount charge) times $143,834.88 in charges. This same group would have cost us $4,000 in the month of February. At the extreme end, if we offered this service to all residential customers and all of them took us up on it, the cost would be $274,016.25 for the year (10,221 residential customers times $.20 transaction fee plus 2.15% times $12,649,862.97-total residential sales for 2002). B. OVER THE PHONE OR OVER THE COUNTER REQUESTS: We could accept credit card or debit card transactions when a customer comes into the office or calls on the phone. There would be far less volume of charges, but this would offer the service for the customers who needed it. The payments would be processed over the Internet by the staff. If the customer wants to pay by an electronic check (e-check) rather than a credit card, the cost is $.95 per transaction. The District could charge a flat rate convenience charge for this service. C. USE A THIRD PARTY PAYER: When you use a third party payer such as Official Payments Corp, the customer either phones a number that is provided or goes on the Internet and makes their payment using a credit card. The customer is charged a convenience fee and the District receives 100% of the amount due. I have attached some sample calculations from their website. I contacted Sierra Pacific because I was told that they allow customers to pay by credit card. They do, but only through a third party payer. The customer is charged a fee. D. ELECTRONIC BILLING AND PAYMENT (aka E-BILL): In the budget I will be adding an electronic billing option. If approved, customers will be able to log onto our website and view their account. They will be able to view their bill, track the history of their usage, make payments, change their mailing address, sign up for new service and schedule a disconnect of service if they are moving. As the Board is considering what they want to do, I would suggest that you consider the following: 1) Under options A and/or B, do you want to allow all customers to participate which would include both residential and commercial? Or do we only want to offer the service to residential customers? The sample costs were only calculated on residential billings. Total billings for 2002 were $20,016,611.05. 2) Under options A and/or B, do you want to put a cap on the amount of the charge ie $500? 3) Do you want to allow customers to use their credit card for payment of deposits or construction fees and charges? 4) Do you want to charge a convenience fee? 5) When/if we go into the broadband business, do you want to allow customers to pay their bills with a credit card? We may want to be consistent on how we handle all three services, however, since the bill for broadband services will be a separate bill (as I've been told), it might not matter. Official Payments Corp. Page I of I Friday,October lu, M03 213 Pry PST Keyword Search i F-91 is Fee Calculator IN payment Verification My Account Help Printer-Friendly Select a Service Type overview Pay Your Taxes .Local Payments *]12 Make a Pa Services Payment and Products Fees Online (in 6 Easy Steps!) Quick Links & My Account Charging your taxes and fees is a convenient way to give I Fees :71113 yourself some extra time to pay and maximize your credit Verify Your Payment -Information- card rewards. You may earn a point, mile, or money back (Enter your e-mail below.( PROVEN for every dollar you charge, depending on your credit card's No lower fee reward program.* available by phone Signed Up?Sign In or Web, Credit Cards Accepted (Enter your e-mail below.) TRUSTED Make a Payment Zj M154 a The only company You can begin here. 470 authorized by the 1.Select a Service Type. IRS for safe,secure 2. Enter the ZIP Code payments since -Special Offer- 1999. (optional). Products &Services 3.Click the orange arrow Official Payments Corip.e processes Save up to $30 NO DELAY to continue. payments for taxes,fees, and more.A on your convenience fee Payments made convenience fee is charged for use of and get a credit report. today are credited this service. Find out what you can pay today. t, in your area. More Clink Here' 'opens in new window Our Partners We are authorized by the IRS and 1,300+government agencies in all 50 states. More How it Works Use your credit card to pay via our secure phone or Internet systems and get instant confirmation. Find out how your payment is matched to your filing. IRS More 4=0 PROVIDER Privacy&Security In 2002,we processed over 1 million siaw payments totalling more than$1.2 billion.Our systems are safe,secure, fast and accurate, More 'Rewards are provided by your card saner arid vary based or,enrollment and eligibility Leval IdDrces Our Partners i Pay by Phone I Abair is i Frow To I Tax Probeisionals 1 Fax Fling Copynght,d,2003 Official Payments Ca'porafion All Rights Reserved. http://www.officialpayments.com/index.jsp 10/10/2003 Official Payments Corp. Page 1 of 2 ,yy"JAt. PAY Mffi,tiTX Cfl#l. I Friday,October 10,2003 2:15 AM PST Keyword Search Fee Calculator Payment Verification My.Account ® Help M Printer-Friendly Select a Service Type Make a Payment lGon nienC Fee ,.. -Select 13 - 6 Easy Steps convenience Fee Quick Links Fee Calculator Official Payments Corp.®charges a convenience fee -Select 13 to process payments. This fee is paid directly to Payment Verification Official Payments Corporation. Our government verify your Payment My Account (Enter your e-mail below.) partners do not receive any portion of this fee. information- A convenience fee of 2.49%of the amount of the payment Signed Up.°Sign In Onciuding any penalties,fees,or interest),is charged for all Products& federal income tax payments. For example,the convenience ((Enter your e-mail below.) Services fee for a payment of$1,000.00 to the IRS will be$24.90 as 1 shown in the sample below. To determine payments available in your area, Sample crick here. - Special Offer- Payment Amount: $1,000.00 Save up to $30 on your convenience fee Convenience Fee: $24.90 and get a credit report. Click Here` Total Payment: $1,024.90 'opens in new window To determine what your convenience fee will be, a Fee Calculator is provided to assist you. Note:The convenience fee for local payments leg,property taxes, real estate taxes,parking citations,utility payments,etc.)may vary. You will be notified of the fee before your payment is made. Lead Nctioce 1 Our Partners I Pay by Phone I About Lis) How To 17 ax Professios;als 1 Fax Fling Copyright'�2003 Officsai Payments Corporation.All Rghfs Reserved https://www.officialpayments.com/pc conv,jsp?JSESSIONID=1Hhbnl6llLXEy6O!-39445 10/10/2003 Official Payments Corp. Page 1 of 1 e,gYt63A 1. PAFb#&4YT[¢ Y'riRh,. '+ram a-�':< 0 Friday.October 10,2003 220 PM PST Keyword Search .._ _ Fee calculator Payment Verification My Account Help a Printer-Friendly Select a Service Type Make a Payment AWFeeCalcula-tor- Select- 6 Easy Stops _. Convenience Fee Quick Links Fee Calculator You may click the "Continue" button and proceed to F Select- 23 Is he first step of the payment process, or you may click Payment Verification the "Edit"button below to enter another payment Verify Your Payment My Account amount. (Enter your e-mail below.) -Information- Fee Calculator Signed g n In Si er tip?Sign Products& (Enter your e-mail belong.) Services Service Type: Local Payment To determine payments available State: California in your area, crick here. Client: Big Bear Lake(City oil - Special Offer- Payment Type: Water Bill Save up to$30 on your convenience fee Payment Amount: $100.00 and get a credit report. Click Here" Convenience Fee: $5.95 opens in new window Total Payment: $108,95 my S; Legal Notices I Cur Partners I Pay by Pnc ne I About Us I trice:Tc ;Tax Professicneis j Pax FOiro Copyright©2003 Official Payments Coriau aeon.All Rights Reserved. https://www.officialpayments.com/pc template standard.jsp?JSESSIONID=IHhbnl611LX 10/10/2003 Official Payments Corp. Page 1 of 1 yGiAie pn43fA3Pr6 r; Friday,Oclourc 10,2003 2A7 PM PST Keyword Search r Fee Calculator Payment Verification My Account Help 11 Printer-Friendly Select a Service Type Make a Payment € _. -Select- 13 6 Easy Steps i Convenience Fee Quick links Fee Calculator You may click the"Continue"batten and proceed to -Select- he first step of the payment process, or you may click Payment Verification the"Edit' button below to enter another payment Verify Your Payment My Account (Enter your e-mail below.) amount. F -lydorniaran Fee Calculator Signed Up?Sign In Products& (Enter your e-mail below.) Services Service Type: Local Payment To determine payments available State: California in your area, dick here. Client: Big Bear Lake(City of) Special Offer- Payment Type: Water Bill Save up to $30 on your convenience fee Payment Amount: $200.00 and get a credit report. C!ick Here' Convenience Fee: $15.95 `opens in new window Total Payment: $215.95 YP t@N4 - I �• sr wa A. c Lega;Nonces i Our Partners j Pay by Phone i About Us I How To i Tax Professionals I Fax Flfin, Copyright©2003 Offi ial Payments Corporation.All Rights Reserved_ https;//www.officialpayments.com/pc template standard._jsp?JSESSIONID=IHhbnl611LX 10/10/2003 Official Payments Corp. Page 1 of 2 qryy{tidl. Y*AY#Iffi4?N (-6#l. 94, ENCIREMIZommmasomm 999999 Friday.Cctpber 10 2003 222 PM PST Key Word Search: is Fee Calculator IN Payment Verification If My Account Help Printer-Friendly STEP 1: Select a Service Make a Payment make a Frayment— STEP 2: Enter Information 6 Easy Steps { STEP 3:Accept Terms Convenience Pee STEP 4: Complete Details Fee Calculator „ STEP 5:Confirm Details Payment Verification - Big Bear Lake (City of), CA My Account Water Bill STEP 6: Digital Receipt -Intomratior- This payment service is offered by Official Payments Customer service Corporation as authorized by the entity to which you If you need a payment.assistance with your are makinga ment. Please review the information payment,please call below regarding the terms and conditions of making toll-free: 1-888-38-357-8394 your payment. Click the "Accept' button to confirm the information and accept the terms and conditions. Click the"Edit"button to change any of the information fields. Click the"Not Accept" button to return to the beginning of the payment process. STEP 3 Accept Terms * Type of Payment: Water Bill a Payment Amount: $300.00 m Convenience Fee: $15.95 a Total Payment: $315.95 Please read the following Terms&Conditions then click "Accept"to continue. Terms&Conditions I Official Payments Corporation charges a convenience fee to use this service to make the payment outlined above.This fee is separate from the primary obligation you are paying.The convenience fee is included in the"Total Payment"line above. Completion of a payment transaction is contingent upon both the authorization of payment by your credit card company and acceptance of your payment(and,if applicable,your tax return filing)by the governmental authority or other entity you are paying. In the event that your credit card payment is unable to be processed,Official Payments will attempt to notify you at least once using the contact information you have provided. in the event your payment is not processed or authorized by your credit card company or the applicable entity you are seeking to pay fails to accept your payment or,if applicable,your tax https://www.officialpayments.com/pc template standard.jsp?JSESSIONID=1HifJmwDXEj 10/10/2003 Official Payments Corp. Page I of 2 YAYM$YT'g 11MIz,�a t Friday,Lctober 16,2003 2'.26 Me PST Keyword Search.F-13 Fee Calculator Payment Verification ja My Account in Help Printer-Friendly STEP 5: Select a Seroce Make a Payment Make a P }amen STEP 2: Enter Information 6 Easy Steps 6 STEP 3:Accepi Terms Convenience Fee STEP 4:Complete Details Fee Calculator STEP 5:Confirm Details Payment verification �i9 Bear Lake (City Of), CA R,9y Account Water Bill STEP 6 Digital Receipt information This payment service is offered by Official Payments Customer service Corporation as authorized by the entity to which you It you need assistance with your are making a payment. Please review the information payment,please call below regarding the terms and conditions of making to-free; 1-888-357-8394 your payment Click the"Accept' button to confirm the information and accept the terms and conditions. Click the"Edit" button to change any of the information fields. Click the "Not Accept" button to return to the beginning of the payment process. STEP 3 Accept Terms Type of Payment: Water Bill * Payment Amount: $500.00 * Convenience Fee: $23.95 a Total Payment: $523.95 Please read the following Terms&Conditions then click "Accept" to continue. Terms&Conditions l Official Payments Corporation charges a convenience fee to use this service to make the payment outlined above.This fee is separate from the primary obligation you are paying.The convenience fee is included in the"Total Payment'line above. Completion of a payment transaction is contingent upon both the authorization of payment by your credit card company and acceptance of your payment(and,if applicable,your tax return filing)by the governmental authority or other entity you are paying. In the event that your credit card payment is unable to be processed,Official Payments will attempt to notify you at least once using the contact information you have provided. In the event your payment is not processed or authorized by your credit card company or the applicable entity you are seeking to pay fails to accept your payment or, if applicable,your tax https://www.officialpayments.com/pc template standardjsp?JSESSIONID=1Hif7mwDXEj 10/10/2003 Official Payments Corp. Page 2 of 2 return filing,your payment liability shall remain outstanding and unpaid and you will be subject to all applicable penalties,late fees and interest charges assessed by the relevant entity thereon,all of which obligations remain your sole responsibility. Users who are making a credit card payment and filing a tax return electronically through an integrated e-payment/e-filing option are reminded to complete the e-filing process.A successful payment through Official Payments Corporation does not guarantee that the e-filing will be successful. Making a payment through Official Payments Corporation only satisfies (all or part of)your obligation to pay,you must complete the e- filing process to satisfy your obligation to file. Credit Card Authorization Agreement j By clicking the "Accept"button below you hereby confirm your acceptance of the convenience fee charged by Official Payments and agree to pay the"Total Payment'amount indicated,subject to and in accordance with the agreement governing the use of your credit card. To cnsuro a secure redir:3KJ payment,we provide 128-1ait SSL encryption in assrr:anon voto our Partner Veri&gn-To take advantage of this security,pieaSe enscre drat your orowser is borfigu=ed for 128- bit en iryo!iun. Far cu3togor servwC.assistance call toil-free 1-888-357-8394 for :ccai payments.Customer Service representatives are available 5 00 an-6i00 prn Pacific Time,Monday tramigh Fricay. Lagai NCITCes I Our Pa.hers t Pay by Phone I About Us; How To I Tax Professionals I Fax Filing CopyrigN O 2006 Official Payments Corpumuon-All Rights Res'er ved- https://www.officialpayments.com/pc template standard.jsp?JSESSIONID=1HifJmwDX... 10/10/2003