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P2P e-Payables FAQ's


1.   
Why has Caltech decided to start this initiative?

Caltech is focused on optimizing our Procure-to-Pay process with an emphasis on reducing cost (reducing the cost of processing paper checks) and streamlining operations.

 

2.    What is Payment Plus?

Payment Plus is U.S. Bank’s term for their e-Payable virtual card program.

 

3.    How do suppliers enroll for Payment Plus?

Suppliers who currently accept credit card payments, can begin this new payment arrangement by completing the below information (include multiple remittance addresses as appropriate) and send it to the Caltech Enrollment Team at Caltech@supplier-services.com or by fax at 866-935-4843.

 

Company Name:

 

Remittance Address:

 

City:

 

State:

 

Zip:

 

Contact Name:

 

Contact Title:

 

Contact Phone: t

 

Remittance Email*:

 

CVV2 Required:

[Yes] [No]     What is this?


*This is either a Receivable Department email or designated person to process card transaction payments.
 t By providing a telephone number for a cellular phone or other wireless device, including a number that you later convert to a cellular number, you are expressly consenting to receiving communications — including but not limited to prerecorded or artificial voice message calls, text messages, and calls made by an automatic telephone dialing system — from U.S. Bank and our affiliates and agents at that number. This express consent applies to each such telephone number that you provide to U.S. Bank now or in the future and permits such calls for non-marketing purposes. Calls and messages may incur access fees from your cellular provider.

Suppliers who are not currently set up with a merchant account, should arrange for basic Visa card acceptance, and should contact their corporate banking service provider or contact U.S. Bank’s preferred credit card service provider, Elavon. Elavon is a bank card acquirer that specializes in business-to-business transaction processing. Suppliers can reach an Elavon Account Manager at 1-877-371-9530 or by email at connectwithus@elavon.com. Once this step is completed suppliers should contact the Caltech Enrollment Team at Caltech@supplier-services.com or call (Enrollment Team Phone number to be setup) to complete the remaining steps as noted above.

 

4.    Where can more information about accepting Visa card payments be found?

Comprehensive information is available on Visa.com at https://usa.visa.com/support/small-business/regulations-fees.html. Merchants will find materials related to card acceptance guidelines, Visa operating regulations, and Visa interchange fees.

 

5.    How does this shift in payment strategy change our current purchasing and payment process?

The current processes for purchase requisitions and invoices will remain the same. The only change that is being made is in payment process. All suppliers will receive an e-mail notification for each payment instructing them how to obtain the card account, the amount to process using their Point-of-Sale device/software, including other details for that transaction.

 

6.    Are all of our suppliers being contacted for this program?

Caltech’s goal is to pay as many of our suppliers utilizing Visa payment products. All suppliers that meet a number of criteria (commercial card acceptors, regularly used, currently paid by check and/or ACH) will be targeted for this program. Please direct all supplier questions relating to e-Payables to our epayablesadmin@caltech.edu.

 

7.    Why should we change the current process when it is already working well?

Caltech’s goal is to have leading edge Procure-to-Pay capabilities. This new process will allow both our suppliers and Caltech to better streamline operations and cost savings.

 

8.    What benefits does e-Payables provide?

This process will streamline payment processing activities, remove risk of late   payments to suppliers, eliminate material costs such as check production (paper and postage).

 

9.    Are there any fees to our suppliers for receiving payment by Visa card payments instead of check?

Payments will be processed as credit card transactions, so standard merchant fees will apply. There are no direct fees imposed by Caltech or by the issuing bank. Caltech will also not absorb fees associated with a Suppliers Merchant Service Provider.

 

10. For questions about payment status, or to speak with a Caltech representative? 

Please e-mail
epayablesinquiries@caltech.edu or call the Procurement Hotline at 626-395-8900 and ask for an e-Payables representative?