[Vtr-tac] IVTRS Credit Card Payment Reconciliation

Electronic Distribution of VTR Information to Texas Counties vtr-tac at dot.state.tx.us
Fri Jan 2 15:01:45 CST 2009


For IVTRS participating counties only.  All others may disregard.

Please review and distribute as appropriate.

A number of counties have contacted us about difficulties they are
having reconciling payments for online renewals paid with American
Express or Discover credit cards in order to process the transactions
through RTS.  It appears the primary concerns are that there are no
reports currently provided that detail the transactions individually by
credit card type or provide a listing of vendor payments that can be
matched back to the transaction report.  

While we expect soon to have RTS reports with this level of detail,
specifically a revised Vendor Payment Report (VPR), scheduled to be
included with the deployment of IVTRS Version 2.4.0 on January 25, 2009,
and a similarly detailed transaction report nearing completion by
Bearing Point, we understand that the counties need some way to
reconcile these online transaction payments now.  

As a short term solution, we have been advised that Global Payments, a
service provider for these online payments has a report containing
information needed to reconcile payments against transactions for Visa
and Master Card.  We have contacted Global Payments to verify this and
to determine how it can best be provided to IVTRS-participating
counties.  Currently, you may contact Global Payments at 1-800-367-2638
to request reports for any dates in question.  Please have your merchant
ID number and bank account information available when you call.

Both American Express and Discover provide online capability for
merchants (e.g. counties) to access their transaction information.  We
have coordinated with these providers and they advise that you may log
onto their respective websites with your merchant ID number, bank
routing and account number, email address and contact name.  There is no
charge for these services and here*s how to get started:

www.americanexpress.com  at this site, select and click on the
*MERCHANTS* tab.  Then, on the *merchants* page, select and
click on *ENROLL* under the heading, *MANAGE YOUR MERCHANT
ACCOUNT* and follow the enrollment procedures.

www.discovernetwork.com  at this site, select and click on *Get
Started*.  Then, select and click on *Merchants*; select and click
on *Register for Secure Access* and enter your merchant ID
information for immediate access to your online account.

These sites are capable of providing detailed activity reports for
selected time periods as recent as the following day after processing. 
For additional information or to request a merchant ID number, you may
contact American Express at 1-800-528-5200 and Discover at
1-800-347-2000.  

Ultimately, it will likely not be necessary for you to continue using
these online resources after the reports we are developing are deployed
and available for your use later this month.  Here is a draft of the
revised VPR:

                                                         Revised Report
Draft
                                                    VENDOR PAYMENT
REPORT
                                                             COUNTY
NAME
                                                   NAME COUNTY MAIN
OFFICE

WORKSTATION ID       : 0
REQUESTED BY         : RLBROWN
TRANSACTIONS FROM:   : 12/30/2008 02:00:00 THROUGH 12/31/2008 02:00:00
(EASTERN TIME)

 INTERNET TRACE NO.  TRANSACTION DATE  ORIG. TRANS. DATE  CC#-Last 4   
  TYPE        FEES      
------------------------------------------------------------------------------------------------------------------------------------
 2##VRBB30FMHUV        12/30/2008 10:59:17                    
		6781             VISA             70.30
 2##VRBB31FRGUM        12/30/2008 11:05:14                    
		6781             MAST           58.72
 2##VRBB38HLMCX        12/30/2008 11:07:24                    
		1007             AMEX           65.32
 2##VRBB4HFSAD           12/30/2008 11:09:21                   
		8253             DISC            85.30
 2##VRBB41CH9ZV         12/30/2008 11:10:39                    
		6781             VISA             65.30
 2##VRBB55CBDLM         12/30/2008 11:11:15                   
		6781             MAST           73.30
 2##VRBB59FPGGX         12/30/2008 11:16:50                    
		1007             AMEX           57.84
 2##VRBB60CBIZD           12/30/2008 11:18:05                  
		8253             DISC             95.30
 2##VRBB60FREIV           12/30/2008 12:04:16                   
		6781             VISA             74.60
 2##VRBB30FMHUR         12/30/2008 16:53:05                   
		6781             VISA           -70.30

                                                                       
         

                                                                      
Revised Report Draft
                                                                  
VENDOR PAYMENT REPORT
                                                                       
      COUNTY NAME
                                                                  NAME
COUNTY MAIN OFFICE

WORKSTATION ID       : 0
REQUESTED BY         : RLBROWN
TRANSACTIONS FROM:   : 12/30/2008 02:00:00 THROUGH 12/31/2008 02:00:00
(EASTERN TIME)

SUMMARY TOTALS BY CREDIT CARD TYPE
------------------------------------------------------------------------------------------------------------------------------------
         TOTAL VISA                      4              TOTAL VISA
AMOUNT                          $139.90
         TOTAL MAST                     2              TOTAL MAST
AMOUNT                         $132.02
         TOTAL AMEX                     2              TOTAL AMEX
AMOUNT                         $123.16
         TOTAL DISC                      2              TOTAL DISC
AMOUNT                          $180.60

              TOTAL                        10                   TOTAL
AMOUNT                              $575.68

                                                                       
     

In addition, Bearing Point has made significant progress toward
developing a report to provide reconciliation totals by county, by
credit card type, by date, showing trace numbers, dollar amounts by
transaction and including any refunds.  One goal of this report is to be
able to easily match the dollar amounts at the end of each credit card
type to that day*s deposit amounts.  

We are working diligently to provide the resources needed for our
mutual success in timely processing and reconciling IVTRS credit card
payments.  Thank you for your assistance and your patience. 


--Rebecca

If you have any comments or suggestions concerning this VTR
communication process, please contact your local VTR Regional Office.

If you would like to see previous postings from the "VTR Electronic
Archives," please visit
http://extlists.dot.state.tx.us/pipermail/vtr-tac/ .

----------------------------------------
Rebecca Davio
Director
Vehicle Titles and Registration Division, TxDOT
Telephone: (512) 465-7570
FAX: (512) 467-5909
Email: rdavio at dot.state.tx.us 
 
Want to know what*s ahead for Texas transportation?  Join us for the
4th annual Texas Transportation Forum in January 2009.  Go to
www.TexasTransportationForum.com to find out more.
 




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