Civic Pay Implementation Guide

Updated on Mar 30, 2021

My Agency- General Information

Add your Agency’s contact info-Work with CivicPay Project Manager on setting Batch Cut off time. Batch cut off time is when the Cash Receipts batch for CivicPay will stop accepting payments each day.

** This is not the same as settlement time**

My Agency>General Information>Branding

Any agency logo can be added in the “Branding” area of My Agency. All Logos must be a GIF or JPEG and between 75-100 pixels tall and no more than 400 pixels wide.

My Agency>General Information>Promotional Materials

To add a “Pay My Utility Bill” Icon with CivicPay link, click on Copy HTML and paste this link to Agencies website.

My Agency> Settings> Payment Settings

Min/Max Payments-Optional Set a Minimum and Maximum for Echeck (ACH) payments. Set a Minimum for Credit Card Payments

Return Check Reference-Optional This applies to E-Check (ACH) Only. When a check is returned, the rules you have built in Springbrook for these codes will determine how the adjustment is handled in Springbrook. Choose and link your Payment Reversal Adjustment type to have Springbrook application automatically create a return payment batch for your agency in Adjustments & Fees. Note*If nothing is selected, all return payments would have to be done manually in UB.

My Agency> Settings> Payment Settings Continued

Bill Delivery Options Select option that your agency wants to offer your members.

Note: No Paper Bill will exclude that statement from the Statements process in Billing.

Auto Payment Options-Optional Please consult with your CivicPay Project Manager on the Auto Payment requirements and how this process will work with your Springbrook application.

(Not all options available to premise agencies)

My Agency> Settings>Bill Types

Bill Types- Are the Puzzle Piece that connects Meters to Service Rates and allow for consumption to be calculated. These Bill Types are used to pull in your members Usage profile from Springbrook to CivicPay. Toggle the Bill Type that reflects your Consumption. Your CivicPay Project Manager can assist with this Setup.

My Agency> Settings>Custom Messages

Custom Messages-Custom messages(landing pages) can assist your members with finding information and allows them see your agencies policies on payments, if you pass on a return payment fee, if you require someone that is shut off to call first. These custom messages show up on the Homepage, Dashboard, Payment area, AutoPay and Maintenance Pages. Your CivicPay Project manager can provide examples and offer instruction on how to update. These can be updated and changed anytime by your agency.

My Agency> Settings>Payer

Registration Requirements & Quick Pay Requirements. This is the information your citizens will need in addition to their full account number in order to sign up for CivicPay. These options can be changed by Agency

My Agency> Settings>Bill Attachments

Bill Attachments Will be included in electronic bill notifications sent to all citizens. Examples may be a reminder of Holiday hours, Water quality report, changes in services, etc. You can store up to five attachments.

My Agency> Settings>Fees

Convenience Fee/Service Fee You can add a flat fee amount or a percentage to charge that will show on the payment screen and is charged in addition to the amount the member selects to pay. This amount does not get pulled into the Cash Receipts Batch, just the Utility Billing amount will show. Transaction report will reflect the total amount for the batch in Fees collected.

My Agency> Settings>API Key

API Key -This area is for agencies that have Springbrook hosted on their server.

Important: If you aren’t sure what this information pertains to, please do not change it-contact Springbrook for assistance.

My Agency> Users

The Add Membership area is used to add Admin users as well as assist a member if they are unable to get themselves set up due to a tricky account name or odd house number. If these issues come up, you can assist a member by adding their full account number and email address and assigning them a temporary password. Your agency name and year always seem to work for meeting the criteria for setting up temp passwords. Be sure to send them a password reset, so they can modify their password to what they want.

My Agency-Users

View Members – Enter in an account number or Email address and click on “Search” to find a member or admin user.

Add Membership Enter the email address and assign a temporary password. Do not worry about what the password is if it meets the requirements listed, then Click on "Add Member" After setting someone up go in and immediately send them a "Reset Password.” As well as add their account number to their profile.

When you are helping a customer setup their online bills account, you would add account number to “Add Accounts”, this can be done multiple times to add all accounts to citizens’ profile. **Important, you must add at least one account number for that member, or they will not be able to log in.

Do not toggle any roles for any member you are setting up, these roles pertain to ADMIN ONLY. If none of these are selected for an Admin, they will not be able to log in. For counter staff you may just want to select "Allow User to make payments for customers in admin”. Please keep in mind that anyone who needs access the reporting functions will need “Edit their Organization” selected.

My Agency> Maintenance

To start a New Maintenance Window-Click on “+New Maintenance Window” 1. Add Start Date and Start Time 2. Choose “Begin Maintenance Window Immediately and add Duration(hours) for maintenance window 3. Or Choose “Allow Open Ended Time Span” to create a maintenance window that can be stopped anytime. 4. Add Reason for Maintenance window in Audit 5. Be sure to update “Out of Service Message” so when your members log in, they will see this message.

My Agency> Reports

Profile Report will reflect if your member has opted for a paper bill or not, selected the electronic notification or signed up for AutoPay. These are all optional offerings- please talk to your CivicPay Project Manager for more information on enabling these options for your members.

Make Payment Tab