Washoe County and Electronic Credit Card Payments:
Washoe County is pleased to announce that we have implemented an additional electronic payment method available to all of our vendors and suppliers, called the "ePayable Program." What are the benefits to accepting payment via credit card?
- Saves time and money - ePayables reduces the labor, hassle, expenses, and risk associated with checks.
- Enhances cash flow - ePayables expedites the receipt of cash by eliminating mail and paper check float; payment can be realized in approximately 1 to 3 business days
- Requires no change to current invoicing procedures
- Provides better control by eliminating the need to give out your bank information for ACH payments
- Going green - paperless, electronic payments are more secure, save money and also help conserve the environment by eliminating printing and mailing paper checks
A Few FAQs:
Q: Is card acceptance a requirement?
A: Card acceptance is the preferred method of payment and part of an effort to reduce checks and eliminate ineffciencies and costs associated with paper. This will also expedite the receipt of payment and is more convenient than handling a check. Typically, credit card payments are deposited within 48 hours of payment processing, compared to 7 - 10 days of processing a check.
Q: Are there any fees associated with this method of payment?
A: Payments will be processed as credit card transactions so your standard merchant fees will apply. There are no fees imposed by Washoe County or issuing bank.
Q: Is it safe to keep the card number on file?
A: The card number is safe to keep on file as there are zero dollars on the card until an invoice is approved for payment. Once approved, the card will be funded for the exact amount due and you will receive a remittance, which is an electronic confirmation that the card is ready to be charged. This technology makes keeping a card on file completely safe.
Q: Our company policy does not allow us to keep a credit card number on file.
A: Would your company allow you to maintain only the first 12 numbers of the card on file? For security reasons, the remittance advice, which authorizes payment, only identifies the last four digits of the card; upon receipt of the remittance you would then have the complete card information in order to process the transaction.
Q: Our company requires a signed Card Authorization Form for every credit card transaction; can Washoe County fax this information along with the remittance?
A: Washoe County will contact you with the card information to keep on file. At that time you can provide your internal Card Authorization Form to us and maintain that form with the card information. The remittance is your ongoing authorization to process the card for the exact amount indicated.
Q: Will the net terms change? How soon will we get paid?
A: Your terms will remain the same, however, you gain the float. Funds are typically deposited within 48 hours after processing the transaction.
Q: How will I receive the card account number, expiration date and the 3-digit CVV value on the back of the card?
Washoe County will call you at the outset with this information so you may keep it on file.
Q:Will I receive payment for all of our company locations?
A: Receipt of payment will remain the same. If you currently receive one check for multiple locations, you will maintain one card number on file and the remittance 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.
Q: How will I receive the remittance advice?
A: You can elect to receive the remittance advice via email or fax. We can send the remittance to multiple email addresses or to one fax number.
Any other questions? Contact Suzie Vial of the Accounts Payable Division of Washoe County at APteam@washoecounty.us.