FAQ's

Partnered with US Bank and Visa Commercial Credit Card

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 [email protected] or by fax at 866-935-4843.

Company Name:

Remittance Address:

City:

State:

Zip:

Contact Name:

Contact Title:

Contact Phone:

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 [email protected]. Once this step is completed suppliers should contact the Caltech Enrollment Team at [email protected] 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 [email protected]

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 [email protected] or call the Procurement Hotline at 626-395-8900.

Training will be available via Zoom. Please click here for scheduled dates, To apply for a P-Card, please complete the request for P-Card application. To enroll in a CardQuest training class or submit the application, please e-mail [email protected].

Please use the Covid-19 Missing Receipt Form. This form can only be used for transactions dated 5/1/2020 and prior and: if the vendor was unable to provide an electronic receipt and/or the original paper receipt cannot be obtained due to work from home mandate.

If you would like to pick up your physical card or have the card number given to you over the phone, please email [email protected].

If you are working remotely, you do not need to submit the white receipt envelopes. Please retain the original paper receipts/invoices until the Caltech community has been instructed to return to campus.

Please mail the check and CardQuest deposit form referencing your CardQuest report number:

California Institute of Technology

1200 E. California Blvd

MC 234-6

Attn: Kathy Torres

Pasadena, CA 91125

There will be a delay in the processing of these checks as all deposits and mail is being quarantined for 48 hours. Electronically submitted checks will not be processed by Treasury Services.

We understand some of the constraints working remotely has created and P-Card Services wants to remain as flexible as possible. If you have an essential item that you feel requires home delivery, please work directly with the P-Card Services group by emailing them at [email protected].

Please allow 5-7 business days to process the request. Additional time may apply if the request is missing information such as business purpose, phone number, email address, etc.

If the traveler is not appearing in CardQuest after the request has been approved and completed, search for the traveler using the following criteria:

Employee and student records are managed from the Oracle HR database. Caltech individuals must login to their personal access.caltech account and update their information such as address, email, and phone number.

Payroll and Payment Services process payments from separate systems and direct deposit forms submitted to Payroll are not forwarded or shared internally for security purposes. Please complete and submit the Payment Services' direct deposit form to receive electronic payments for your reimbursements, mileage, prize payment, etc.

To download the form, please visit the Procurement Services website.

Submit a Direct Deposit Form and select "Change" to formally request an update to the current bank information. For security reasons, banking changes typically require direct verification from the supplier, employee, or student. Supplier Management will request an updated Direct Deposit Form and validate the new bank account accordingly.

Submit a Direct Deposit Form and select "Cancel" to formally stop electronic payments. Future payments will be issued with a check. Email requests will not be accepted for security reasons.

If the vendor already exists in the supplier database, submit an Update Supplier Form in TechMart. Select the type of change needed and attach appropriate documentation such as quote, invoice, etc. Your SOS Buyer or Purchasing Buyer will send a request to Supplier Management.

If you have a pending requisition, please include a current email address PO delivery.

Yes. All address changes require a completed and signed W-9 form to ensure supplier records are updated accurately.

• If you obtained the Form W9 from a supplier, do not email it to Supplier Management. For security purposes, please upload to: Secure Document Upload
  
• For questions, please contact Supplier Management: [email protected]

Please refer the vendor to Supplier Management or Specialty Team. A U.S. supplier or U.S. individual must submit a revised and signed Form W-9 with current address information. Form W-9 is required for all address changes to prevent possible fraud and will be requested by Supplier Management.

• If you obtained the Form W9 from a supplier, do not email it to Supplier Management. For security purposes, please upload to: Secure Document Upload
  
• For questions, please contact Supplier Management: [email protected]
  
• For copies of 1099NEC or 1099MISC, please contact Specialty Team: [email protected]

Requirements vary depending on the type of supplier.

• US Supplier or US Individual – Supplier Registration Form, IRS Form W-9, and Direct Deposit Form (if enrolling), FTB Form 590.
• Foreign business and individuals – Require registration through Sprintax portal for tax treaty analysis; Form W8 (W-8BEN, W-8BENE, W-8ECI, etc.), visa, passport, Form 8233.

Review the supplier request in TechMart and check the Discussion section for updates from Supplier Management. This section is used to communicate questions, missing documentation, and status updates related to the request. If additional information is needed, it will be noted there. Please make sure your TechMart notifications are turned on.

The most common reasons include incomplete supplier information, missing supporting documentation, missing business purpose, duplicate supplier record, or skipped questions in TechMart. Review Discussion section for comments and resubmit the request.

The most common reason for delays is that the supplier has not completed their Sprintax registration, or the supplier is having issues with the login process. Please review the TechMart Discussion section. This section is used to communicate questions, missing documentation, and status updates related to the request. If additional information is needed, it will be noted there. Please make sure your TechMart notifications are turned on.

If the payment is time-sensitive, please consider using a US supplier, if possible. Optionally, please verify whether the supplier can accept payment through a P-Card. Make sure to review the P-Card Policy if the expense is allowed to be paid with a Caltech P-Card.

Supplier Management adds suppliers and updates vendor information in the database but does not directly issue purchase orders. When the supplier request is completed in TechMart, the assigned buyer is notified within TechMart. Please allow time for your Purchasing Buyer or SOS Buyer to review documents and approve the PO. For your urgent orders, contact your buyer.

Supplier Management adds suppliers and updates vendor information in the database but does not directly issue payments. Please allow time for Purchasing and Accounts Payable to review the request and process the invoice. For your urgent payments, please contact your AP Specialist or Procurement Hotline at x8900.

Caltech's standard payments terms are NET55 or NET15 (with e-Payables enrollment). Certain suppliers are eligible for NET30 terms such as small businesses, utility providers, independent contractors, and some university suppliers.

To enroll in the e-Payables program for quicker payments, please contact: [email protected]

Yes, please see the training link.

If you are working remotely, please do not submit expenses with a missing receipt form because the supporting documentation is in your Caltech workspace. Please delay the submission of these expenses until the 'Safer at Home' orders have been lifted, and we are instructed to return to campus.

Please mail a check to:

California Institute of Technology

Attn: Kathy Torres

1200 East California Blvd.

M/C 234-6

Pasadena, CA 91125

Unfortunately at this time, electronic payments cannot be accepted. Please be mindful that there will be a delay in the processing of all checks as all deposits and mail is being quarantined for 48 hours.

Yes, if all costs related to a trip have been received - travelers/delegates can submit a travel expense report. Please keep in mind that travel dates may need to be updated (to the date the report is submitted) as future dated trips will create an error. Please include the actual trip dates in the comments field.

Yes, a traveler signature is required