What is changing for your back-office users?

A new, improved merchant center

As part of the Gateway Transition, Springbrook is providing a new, modern merchant center for payment research, reconciliation, and settlements that we purposefully built for government needs.

After the transition you will use CivicPay Center to research payments, view settlement activity, and initiate payment refunds for payments processed on the Bluefin Gateway. You will be granted access to CivicPay Center after securing your merchant agreements so that you can set up your users, familiarize yourself with the site, and your users can opt into daily settlement emails.

Following the transition you will also be granted access to the CivicPay Online Public Beta, which provides new Payment and Settlement tools that will eventually replace CivicPay Center. As with the existing CivicPay Center, you will need to set up your users, familiarize yourself with the site, and your users can opt-in to daily settlement emails.

User Setup for CivicPay Center

You will designate an administrator for users for CivicPay Center. That administrator will be given access and will need to add your users and set their permissions. They will receive an email from [email protected] that will allow them to register to use the site. Please note the registration will time out and should be done right away.

User Roles in CivicPay Center

• Payment Viewer – Can view Payments and Settlements and opt-in to receive the daily settlement summary email.
• Payment Manager – Can Reverse Payments. Also is granted the same permissions as Payment Viewer.
• Agency Administrator – Can manage Users. Also is granted the same permissions as Payment Viewer and Payment Manager.

You will need to designate an administrator for agency members in CivicPay Online Public Beta. That administrator will need to add your agency members and assign them the appropriate Roles, or update the Roles for existing agency members.

• View Payment Role – Can view Payments and Settlements and opt-in to receive the daily settlement summary email.
• Administer Payments Role – Can Reverse Payments. Also is granted the same permissions as View Payment.

CivicPay Center Overview / Training

The first time you log into the CivicPay Center site a guided walkthrough will launch and give you a tour. The guide center can be accessed at any time to launch help on a particular process.

CivicPay Online Public Beta Overview / Training

The first time you log into the CivicPay Online Public Beta site a guided walkthrough will launch and give you a tour. The guide center can be accessed at any time to launch help on a particular process.

Recurring payments reconciliation will temporarily occur on two gateways

After the transition, if you use recurring payments, you will need to reconcile recurring batches against both the Merchant Partners gateway and the Bluefin gateway until all of your Auto Pay members either update their profile or exhaust their two “grace” payments. This is due to a grace period for processing Auto Pay following the gateway transition designed to prevent disruption.

• Until all of your Auto Pay members either update their profile or exhaust their two “grace” payments, you will still have some recurring payments that process through the Merchant Partners gateway. All other payments will process through Bluefin.
• The Recurring Payments Edit screen will display the gateway (“MerchantTransact Gateway” or “CivicPay”) associated with the saved payment profile for each account, and payments will automatically be sent to the appropriate gateway for processing.
• The Transaction Report will indicate which gateway each payment was processed through in the “Payment Provider Key” field. You can filter on this column to identify and create a report of payments processed through the old gateway.
• Settlement is handled by the gateway that processed the payment, so you’ll see separate settlement batches for these payments.

The statements / invoices you receive for payment processing services will change

After the Gateway Transition you may want to close your EVO merchant account

You currently have an EVO credit card processing account for processing payments against the Merchant Partners gateway. After the Gateway Transition you may wish to close this account so that you are no longer billed the minimum account fees for the open account.

• Once your final payment through EVO is settled you can begin this process.
  • If you do not offer Auto Pay, you will have completed all Merchant Partners payments as soon as the Gateway Transition occurs.
  • If you use recurring payments, Springbrook can assist you in determining when you have completed all Merchant Partners payments or assist you in ensuring no additional Merchant Partners payments could process.
• To close the account please contact Springbrook support.