allpay Prepaid Guide
The PEPS and Sanctions Process
Introduction
allpay Prepaid is a web-based platform designed to facilitate the ordering and management of prepaid cards and accounts. As allpay Prepaid cards are issued as Mastercard®, they can be used at any location that accepts Mastercard® as a payment method.
Access to allpay Prepaid is through the allpay Payments Hub. For details and instructions on logging into the Payments Hub please refer to the Payments Hub User Guide
Training
To get the most out of allpay Prepaid for your organisation and to save time on admin tasks, we recommend that all users take a few moments to review this guide.
As part of your onboarding process, you will attend a virtual training session on using allpay Prepaid. Should your organisation require a refresher training session, please let your allpay Client Development Manager know.
Accessing allpay Prepaid
To access allpay Prepaid, in Payments Hub you can select it from the dashboard or with the quick link tile.
You can find more about navigating Payments Hub in the Payments Hub user guide.
User Permissions
User permissions are set up and assigned through the Payments Hub and it's important that each user is only given the permissions required to complete their job role. Being mindful of user permissions helps prevent conflicts of interest and potential misuse of allpay Prepaid. For detailed information on adding and modifying users in Payments Hub, please refer to the Payments Hub User Guide
The different permissions in allpay prepaid are detailed below:
Looking to return surplus funds?
When you go live with a prepaid scheme, you will be given the opportunity to nominate another organisation bank account that you can return surplus funds too (from the Funding Account)
A user will need to have both Funding Account Viewer and Surplus Funds Returner permissions to be able to do this.
As allpay prepaid is upgraded, we'll be updating this guide to reflect the most current functionality and user permissions.
Homepage Navigation
Once you've selected your scheme on the Payments Hub dashboard you will be presented with four options that correspond to the four sections that make up allpay Prepaid:
- Cardholders
- Reports
- Batch Management
- Funding Account
This user guide will provide detailed information about each area in the following sections.
Cardholders
The Cardholder area is for creating new cardholder accounts, and for managing and supporting your existing cardholders.
Create Cardholder
To create a cardholder, click Create Cardholder in the top right corner of the cardholder section (highlighted in green)
When creating a new cardholder, fill in all mandatory fields indicated with an asterisk (*). It is important to make sure the information you enter for your cardholders is accurate to allow us to complete the necessary checks required for financial products in the UK.
Need to add a lot of cards quickly?
The Batch Management functionality allows you to add cards in bulk, rather than filling out a separate form for each one.
See Batch Management later in this guide for guidance on the batch management process specifically.
Cardholder Personal Details
In this section you need to fill in the Title, First Name, Last Name, Nationality, Gender and Date of Birth of the cardholder.
One of the fields in this section is called Reference. This field isn't mandatory but we recommend using it to add any codes or ID that will help you identify the cardholder within your organisation. It's a useful way to link the cardholder to your own systems or records.
Cardholder Contact Details
Enter the contact details for the new cardholder here. Whilst these fields aren't mandatory, accurate information is required for certain functions.
- Mobile Phone
- Can be used to send the Cardholder thier PIN via SMS
- Must be used to set up a 3DS2 password, which is required to make payments at online checkouts. See Setting your 3DS2 Password for a customer friendly walkthrough on how to do this
- Required for access to the Cardholder Portal. See the Customer Facing guidance for more information
Cardholder Address Details
Enter the cardholder's address details here. If using the cardholder delivery option, this address will automatically populate the delivery address as well.
Cardholder Delivery Details
Choose the delivery option for the physical card to be delivered to. The options are:
How can I add a new Organisation Address?
If you are using organisation delivery as an option when you go live with your scheme, you'll have added at least one organisation address during onboarding.
If you would like to add another Organisation Address at any point, speak with your allpay Client Development Manager. You should submit any new Organisation Address requests as soon as possible as the required 'Know your Business' check allpay must complete, can take up to four weeks to complete.
Cardholder Security Details
Pick a security question that suits your cardholder best. This question helps us confirm their identity if they ever need to contact allpay.
What if I don't have anything appropriate for a security question?
How do I enter this on a batch cardholder registration file?
When registering cardholders using batch management there is no option to add a security question.
If a security question is required, you will need to edit the cardholders profile to add a security question after registration.
Registering a new Cardholder
Once you have completed the create cardholder form, select Register. This will send the Cardholder request to allpay, and following the required authorisation checks the account will appear in the Cardholder section. Please see PEPs and Sanctions Process for more detail.
Existing Cardholders
When you click on the Cardholder section, you will see a list of all your existing cardholders registered on this scheme.
You can filter this list by clicking on the corresponding boxes at the top of each column. Filter options include:
Enter the relevant information and the system will filter automatically for you. Left click on any card in the table to access the cardholder management page.
Always complete the Cardholder Security Check before sharing any personal or financial information with a cardholder. This ensures compliance with GDPR, Anti-money laundering and Know Your Customer (KYC) regulations and laws.
To complete a cardholder security check, ask the cardholder to provide two pieces of information from the top box, and confirm somewhere that they've used their card (their recent transactions) from the bottom box with the checkboxes provided.
If the cardholder cannot correctly answer the identity and transaction questions, do not provide any information and click Failed. If the answers are correct, select Confirm. This will move you into the card management screen.
The Bypass Security Check can be used to access the card management screen without needing to complete the cardholder security check. Use this function only when you require access for admin purposes, never when you're speaking to a cardholder.
On this screen you can check cardholder specific information as well as functions that specifically relate to this cardholder.
Directly below the cardholder's name, you will find the following information:
*What can a Cardholder do on the automated (IVR) line?
Using the automated line the cardholder can
On the right side of the screen there are buttons for a number of administrative functions:
Load Card Click here to load funds directly onto the cardholder's account:
- Funds to the card will come directly from your organisation funding account
- The value and frequency of loading funds to a cardholder account will have been agreed between your organisation and allpay before onboarding
- You can load any amount onto the card provided it falls within your load limit and is available within your funding account
Redeem Funds Click here to redeem funds from the cardholder's account:
- Funds redeemed will go directly, from the card, back into your organisation funding account
- You cannot redeem more than the available balance of the prepaid card
Make a Payment For Banking Lite schemes only. Using an account number and sort code you can make faster payments from this card to other UK bank accounts.
Renew Card If the card is active, it will renew automatically. Use this option if the card isn't active but you still want to renew it.
Send PIN Need to remind your cardholder of their PIN? Click here to send a PIN reminder via SMS, the cardholder will need a mobile number on their profile in order to do this.
Reset PIN Attempts If the PIN has been blocked due to too many incorrect attempts, you can reset the cardholder's PIN with this option.
Suspend Card Use this option to temporarily suspend all cardholder activity on the card. You can still add funds to a card while it is suspended.
Close Card Use this option to close the account:
Reset IVR Password allows you to reset the cardholder's IVR password used for accessing the automated phone line.
Block & Replace You can block the card for the cardholder and request a replacement:
Freeze Card Temporarily stop the card working for the cardholder. This is a cardholder functionality and can be unfrozen by the cardholder, on the cardholder portal, or by speaking with an advisor.
At the bottom of the cardholder management page are a number of tabs that also provide information and functionality for the cardholder:
Transaction History
Shows a chronological list of transactions on this prepaid card, including both credits and debits.
This displays transactions across multiple cards, if the cardholder has had multiple cards from renewal, lost, stolen or damaged replacements, or secondary cards (banking lite only).
Transactions can be filtered with the boxes at the top of each column of data including:
You can also left click any transaction in the portal to expand out the information avaialble on it, including details like the MCC (Merchant Category Code) it was processd under.
Card Configuration
Shows the configuration of elements such as limits and region restrictions.
Card Load
Displays a list of card load limits, including max load per day, week, month and year in both volume and value. The Used and Progress columns display the current running total.
ATM Withdrawals
Displays a list of card ATM withdrawal limits, including maximum withdrawal value and volume over a day and a week. The Used and Progress columns display the current running total.
Allowed Regions and Ecommerce
Displays tiles corresponding to merchant regions as well as one tile for E-commerce.
You will only be able to enable regions that have been agreed at a scheme level.
Certain high risk countries are always blocked.
Even if the region is otherwise enabled, certain high risk countires will always be blocked on prepaid cards.
Retail
Displays a list of card retail transaction limits, including maximum spend value and volume over a day and a week. This includes both online and physical point of sale transactions. The Used and Progress columns display the current running total.
Profile
In this section you can find all the key information for the cardholder, their account and prepaid card details.
Most of the information here is what has been entered for the cardholder when they were added to the system, you can also find generated information on this page such as Bank Account Number and Card Expiry Date.
If you need to modify any of the details in the cardholder profile, click Edit at the top right in the box corresponding to the relative section, modify the neccesary details and then click Save.
Keeping your data accurate
General Data Protection principles include keeping data accurate and relevant. In addition, allpay will need the cardholder details to be accurate to continue to complete crucial PEPS and Sanctions cardholder eligibility checks.
Contactless
Use the toggle on this page to enable or disable the contactless option for cardholders.
When should I turn off Contactless?
Mastercard® mandates that contactless functionality should be available on all cards, so you should not turn this off without permission from or knowledge of, the cardholder.
MCC
MCC stands for Merchant Category Code, and is how card spend can be controlled. All card transactions are put through an MCC and the system will check if this is a permitted MCC before the transaction can be accepted.
During scheme setup, you will have the opportunity to select a number of merchant category codes to block at the highest level. These can only be re-enabled at the same high level and, if you want to do this, you will need to speak with your allpay Client Development Manager. In addition there are a number of MCCs that are always blocked on allpay Prepaid cards, including:
Using the tables and filters provided, you can enable and disable specific merchant category codes at a cardholder level. To do this use the toggle under the Status column.
Event Log
This section allows you to view audit information relating to activity on the cardholder's account, such as card activation, renewal, suspension and more. It's purely for information, to help you manage the scheme and any investigations on the timeline of card actviity.
Notes
On this page you can add notes to the cardholder's account. You can make different use of this functionality depending on the requirements of your organisation.
Using a Prepaid card online
If you have opted to allow your cardholders to use their cards online, they will need to complete an extra step before making payments online. Instructions are included in the letter that comes with the card. All cardholders that need to make payments online will need to have a UK (+44) number registered to their Prepaid account.
Cardholders will need to visit https://www.3ds2.allpay.net/ and set up their online password, which they will use for online payments. Cardholders will need to provide their first and last name, date of birth, and the last 4 digits of their card number.
Passwords should be 4-6 characters long and include a mix of uppercase and lowercase letters and numbers. Passwords should not contain any symbols or special characters.
When making transactions at online checkouts, after entering the long card number, expiry date and security code, the cardholder will be asked to provide their 3DS2 password to authenticate the purchase.
Reports
To manage allpay Prepaid effectively, you can access seven different reports within your chosen date range under the Reports tab. These reports can be downloaded in a CSV format (in future updates, reports will also be available in .XLSX and PDF format). These will only be available if you have the permissions to see reports.
Generating Reports
In the Report Generation tab you can find a number of reports you can generate with specific date criteria.
Report Type Use the drop-down menu to select the type of report you wish to generate. You can generate the following:
- Card Status report Lists all cards by their status (activated, not activated, blocked):
- Generation date
- CardholderName
- CardholderId
- MaskedCardNumber
- Amount
- Card Status
- Account Status
- OrganisationName
- ReportingDate
Click to see what data columns are in this report
- Successful Transactions Report Lists all succesful transactions on the prepaid scheme across a date period:
- CardholderID
- CardholderName
- Description
- TransactionDate
- MerchantName
- MerchantLocation
- Status
- Amount
- MCC
- Organisation
- GenerationDate
Click to see what data columns are in this report
- Funding Account Report Lists all credits and debits on the funding account across a period:
- BankingDate
- OrganisationName
- AccountNumber
- SortCode
- PendingBalance
- AvailableBalance
- GenerationDate
Click to see what data columns are in this report
- Negative Balance Report Lists all cards that have been in a negative balance across a period:
- CardholderID
- ContractNumber
- StartingDate
- EndingDate
- StartingStatus
- EndingStatus
- StartingBalance
- EndingBalance
- StartingFilename
- EndingFilename
- BalanceMovement
Click to see what data columns are in this report
Can prepaid cards go into a negative balance?
Normally prepaid cards cannot go into a negative balance, and any transactions that would push the card into a negative balance would be declined.
Occasionally, however, certain merchants will complete their transactions 'offline' so we don't get the opportunity to decline a transaction before the goods are received; depending on the balance of the card this can push the card into a negative. In these cases the card will be suspended to prevent further negative accumulation.
- Personalised Card Orders Lists all physically produced cards in a period, including brand new cards and replacement cards:
- OrderDate
- CardHolderName
- ClientID
- CardNumber
- Delivery
- DeliveryAddress
- CardProgramName
- OrderType
- Reference
- CardType
- Organisation
- GenerationDate
Click to see what data columns are in this report
- Inactivity Report Displays all prepiad cards that have not had a debit transaction in the last 7 days:
- CardholderName
- DaysSinceLastDebit
- LastDebitActivity
- ClientID
- Product
- Balance
- Organisation
- GenerationDate
Click to see what data columns are in this report
- Cardholder Information Report Displays all cards on your prepaid scheme with their key details:
- CardProgramId
- OrganisationId
- ClientId
- CardStatus
- Title
- FirstName
- LastName
- DateOfBirth
- AddressLine1
- AddressLine2
- AddressLine3
- AddressLine4
- City
- Region
- Postcode
- Country
- EmailAddress
- MobileNumber
- AccountNumber
- SortCode
- GenerationDate
Click to see what data columns are in this report
Need to quickly grab the account numbers and sort codes for all your cards?
You can use a Cardholder Information Report to grab account numbers and sort codes of all the cards on your prepaid scheme, which is ideal if you're uploading a large batch when you start using the system.
Remember if any cards have a potential PEPS or Sanctions match, you will need to work with our compliance team to clear the match before the card will appear in allpay prepaid and the Cardholder Information Report.
Cardholder Statment Generates a running statement for the given client ID.
Click to see what data columns are in this report:
Are there any other formats available for my reports?
Currently all reports are generated in CSV (Comma separated values) format. In future updates, allpay prepaid will support Excel and PDF formats.
Safeguarding Reports
Safeguarding Reports contain information to assist you in managing your prepaid scheme.
Safeguarding reports are generated every working day (am) provided new information has become available. There are four types of Safeguarding Report:
Card Status Report Lists all cards by their status (activated, not activated, blocked)
Click to see what data columns are in this report
Cards With No Debit Transaction Over 7 Days Report Lists cardholders who have not made a debit transaction in over 7 days.
Click to see what data columns are in this report
Cards With No Debit Transaction Over 30 Days Report Lists cardholders who have not made a debit transaction in over 30 days.
Click to see what data columns are in this report
Funding Account Balance Report Lists all credits and debits on the funding account across a period.
Click to see what data columns are in this report
Batch Management
Batch Management is a function available in allpay prepaid which allows users with the associated user permissions to upload multiple records quickly and avoids users being required to complete many single action tasks, such as loading or registering cards
allpay Prepaid users can currently complete the following tasks with batch management:
Batch Management File Specifications
Creating a batch file layout
Batch Management files can be uploaded in
Each Column in the file corresponds with a piece of information included as part of a batch upload. You can find templates for all the batch management file layouts Here
Template Guide
Load Card Template
| Name | M? | Type | Length | Description | |
|---|---|---|---|---|---|
| 1. | Client ID | Yes | N | 10 | The unique identifier generated alongside all prepaid cards. |
| 2. | Load Amount | Yes | N | ? | The amount you would like to load onto the prepaid card in ££.pp format |
| 3. | Yes | A | ? | Use TRUE or FALSE to indicate if this field should send an email to the cardholder letting them know that their card has been topped up. (This must also be enabled at organisation and cardholder level) |
Card Redeem Template
| Name | M? | Type | Length | Description | |
|---|---|---|---|---|---|
| 1. | Client ID | Yes | N | 10 | The unique identifier generated alongside all prepaid cards. |
| 2. | Load Amount | Yes | N | ? | The amount you would like to redeem from the prepaid card in ££.pp format |
| 3. | Yes | A | ? | Use TRUE or FALSE to indicate if this field should send an email to the cardholder letting them know that their card has been topped up. (This must also be enabled at organisation and cardholder level) | |
| 4. | Currency | ? | ? | 3 | GBP |
Card Registration Template
| Name | M? | Type | Length | Description | |
|---|---|---|---|---|---|
| 1. | Title | Yes | N | 14 | Dr/Mr/Ms/Miss/Mrs/Not Applicable |
| 2. | First Name | Yes | N | ? | |
| 3. | Middle Name | No | A | ? | |
| 4. | Last Name | Yes | ? | 3 | |
| 5. | Nationality | GB | |||
| 6. | Gender | Male/Female/Prefer Not To Say | |||
| 7. | Reference | Cardholders can be searched for using this | |||
| 8. | Date of Birth | DD/MM/YYYY | |||
| 9. | Mobile Phone Country Code | 44 | |||
| 10. | Mobile Phone | Mandatory for the cardholders to set up a 3DS2 password and complete online transactions | |||
| 11. | Home Phone Country Code | 44 | |||
| 12. | Home Phone | Use a fake number if you don't have a home phone number for this field (e.g. 12345678) | |||
| 13. | |||||
| 14. | Confirm Email | Should be the same as Email | |||
| 15. | Address Line 1 | ||||
| 16. | Address Line 2 | ||||
| 17. | Address Line 3 | ||||
| 18. | Address Line 4 | ||||
| 19. | Town | ||||
| 20. | County | ||||
| 21. | Post Code | ||||
| 22. | Country | GB | |||
| 23. | Card Delivery Address | Cardholder/organisation |
Delivering to an Organisation address with batch management?
If you use the organisation delivery option with batch management, when uploading a Card Registration file the system will ask you to select one of your organisation addresses from a dropdown list when you submit the file.
This means when uploading a batch management file, if you need to send cards to different organisation addresses, you will have to spilt the file between the different addresses.
The Batch Management Process
Once you have prepared your batch management file, uploading it the portal is easy
Click on the Import Data button in the top right of the screen and this will open the following window:
Give the batch a File Reference as a friendly name you can use to recognise the batch later on, select the sort of batch you're uploading with the Select an Import Type and use Upload File to give the system your file
Once you've added your file, select Submit Request. The system will now begin to validate your file which may take a few minutes.
Once the file is validated, in the list it will appear with a Process button next to it. Click on this button to action the file.
Funding Account
The funding acccount is a virtual bank account that allpay sets up alongside each prepaid scheme
When utilising the load card functionality in the cardholder section, funds will be debited from the funding account to cover the top up. The redeem functionality will credit the funding account from the balance of the prepaid card
At the top of the funding account section of allpay prepaid, you can find your funding account sort code and bank account number. Top-ups to the funding account should be made using BACS or Faster Payments. CHAPS is not accepted and should not be used.
Movement of funds in the funding account can be filtered using the boxes at the top of each column. Filter options include:
You can even export the information in this table using the Export Transactions button at the bottom of the page. This will be exported in the CSV format.
PEPS and Sanctions Process
allpay Prepaid is a financially regulated product, and we must complete eligibility checks on all cardholders registered to a prepaid scheme.
allpay will use the information provided at registration to check if the cardholder comes up as a PEP or a Sanction:
allpay will screen all new cardholders: upon initial registration; if updates are made to cardholders' details; and overnight.
If a cardholder has been identified as a potential match for either of the above checks, the allpay compliance team will be in touch.
Contact Information
We offer a wide range of support services for all aspects of our business and products.
For all contact details please refer to our contact page on our website
https://www.allpay.net/contact/