Your User Reference Guide

The allpay Prepaid system enables your organisation to manage Prepaid cards. Access to the system is gained via a username, password and a one-time password (OTP) for Two-Factor Authentication. Each User that can sign on to the system is assigned a Role. Each Role has permission to access specific functions in the system. Therefore, two people signing onto the system may have access to different functions.

In terms of product flexibility, the allpay Prepaid card is able to offer four Prepaid programs:

• Instant Issue

• Instant Issue Advance

• Banking Lite

• General Spend/Travel & Expenses

This guide is intended to provide the key features for a User in the system, covering all four variants; where a section is for a specific program this will be clarified in the section title. For information about the essentials required by a Super User, please refer to the Prepaid Card Super User Reference Guide.

Commonly Used Processes

The most commonly used processes within the Prepaid System are:

Instant Issue and Instant Issue Advance: Ordering, Activating and Loading a Card (Figure 1)
Banking Lite and General Spend (T&E): Setting up a new Cardholder and Loading the Card with Funds (Figure 2)
Banking Lite: Creating a New Payee and Making a Payment (Figure 3)
Please find below three flow diagrams to represent each of these processes. This should help you to follow
each stage and reference the chapters in this guide.

Accessing the system

The allpay system runs on secure servers and will not require any installation on the User’s computer.

The allpay Prepaid system uses an internet browser interface and has been extensively tested on the most common browsers. All allpay systems have a very high level of internet security and use TLS 1.2 internet protocol as per the recent changes in the regulations governing online payments issued by the PCI-DSS.

Note:

• PCI-DSS stands for Payment Card Industry – Data Security Standard – this is an information security standard for all organisations that store, process or transmit cardholder data.

• TLS 1.2 stands for version 1.2 of Transport Layer Security – this provides communications security over the Internet.

To access the system, all you need to do is open your internet browser and enter https://www.allpayprepaid.net/organisation into the address bar; you will then be directed to a login page where you can enter your username, password and one time password as per the instructions below.

Logging in

Access to the system is safeguarded by allpay using an authentication process. allpay will provide your organisation with log in details for your Super User’s account. It is the responsibility of your Super User to set up User accounts and provide Users with their account details; instructions for this can be found in the Advanced User Reference Guide.

To log in to the allpay Prepaid system, follow the instructions below:

Important Information about passwords

• All passwords are case sensitive

• Passwords must be a minimum of six characters in length

• It is recommended that all passwords contain both numeric and alphabetic characters

• Do not use group, shared or generic passwords

• Passwords should be memorised and never written down

Password Expiry: The password will expire after 60 days. A countdown message will be displayed advising the User to change their password.

Once a valid username and password are entered the User will be directed to the Home page.

Note: The User will be prompted to update their Username and Password when logging in for the first time.

Two-Factor Authentication:

In order to comply with the FCA’s (Financial Conduct Authority) security regulations, a ‘second layer’ of security will need to be passed before a user can access the Prepaid Portal.

To complete the additional security step, please see instructions below:

A six-digit One Time Password (OTP) will be sent immediately to the chosen method. The user will then be required to enter the code and click verify.

Note: The email address and phone number can be amended in advance via the settings menu. However, if the credentials are incorrect upon the Two-Factor Authentication screen, the organisations superuser will need to be contacted to amend these.

Home Page

The Home page is laid out in a simplistic style and contains access to general areas in the system. The Home page screen will be customised to reflect the areas of the system that the User has permissions for. Functionality can be accessed by way of any of three distinct menus:

• Navigation Bar

• Quick Access Links

• Navigation Menu

In addition, there is a User Details menu which allows you to access your Account Settings and Logout.

The Navigation Bar is located at the top of the screen and it allows Users to navigate through the different pages available.

• Home

• Roles & Users

• Organisation Details

• Cardholder

• Batch Management

• Payees

• Reports

Quick Access Links

The Quick Access Links are located at the centre of the screen and they allow Users to access the most popular functions within the System.

• Users

• Roles

• Organisation Details

• Batch Management

• Cardholders

• Payees

• Reports

The Navigation Menu is located on the side of the screen and it allows Users to access

every page within the system:

• Home

• Roles & Users

o Users

o Roles

• Organisation Details

• Cardholder

o New Cardholder

o Order Instant Issue (and Instant Issue Advance) Cards

o Cardholders

• Batch Management

• Payees

• Reports

The User Information Navigation Bar is located at the top right-hand corner of the page.

• Logout - To log out of the application click ‘Logout’.

• Settings - To update your password click on ‘Settings ‘.

Change Password

The logged in User’s password can be changed at any time. To ensure enhanced security the system requires the User to change their password every 60 days. The password expiry duration cannot be changed.

From the User Information Navigation Bar choose ‘Settings’.
Select the ‘Edit’ button.

Change the Password and click ‘Submit’ to complete the operation.

Click ‘OK’ to the Password change confirmation message.
Note: If further User details require amending (i.e. First name, Last name, Phone Number, Email Address) these can be made from the User’s sub-menu of ‘Users and Roles’ (depending on permissions).

Organisation Details

Depending on your permissions, you may be able to view the Organisation Details section of the portal. Within this section you will find:

• Profile – contains specific details about the Organisation and Card Program(s)

• Funding Account – provides transaction details for the Organisation’s Prepaid bank account

Profile

Information related to the Organisation’s details, and Card Programs linked to it, is managed in tabs:

• Details - Displays the Organisation’s details as per the original setup

• Card Program - Displays the details of each Card Program linked to the Organisation

Details

Here you can view the Organisation’s details. This information includes:

• Organisation ID: this is an alphanumeric identifier for the Organisation

• Organisation Name

• Contact Title

• Primary Contact First Name

• Primary Contact Middle Name

• Primary Contact Last Name

• Email: this is the email address where the Administration credentials are emailed to

• Telephone

• Address Details: this is the Organisation’s address

• Postal Code

• City

• Country

• Status: this refers to the Organisation’s status, e.g. Activated, Deactivated.

The Super User can edit any of the fields except for the Organisation ID, Organisation Name and Status.

Card Programs

Each Card Program linked to the Organisation will have a dedicated tab under the Profile tab. Each Card Program tab has an information section and four tabs to provide details of that Organisation’s Card Program configuration:

• Services

• Limits

• Fees

• MCC

The Super User can view the program’s wallet details. This information includes:

• Funding Account – the unique Wallet ID assigned to the program’s wallet

• Funding Account Available Balance – the available balance in the program’s wallet

• Bank Account Number – the Bank Account Number assigned to the program’s wallet

• Sort Code – the Bank Account Sort Code assigned to the program’s wallet

The ‘Close Cardholder card after x days of inactivity’ function enables the automatic closure of accounts after a determined number of inactive days. The Super User can update the ‘Close Cardholder card after x days of inactivity’ function by checking the box and entering the new value.

Note: All details of each Card Program configuration can only be edited by allpay, other than Merchant Category Codes (MCC).

• Services – displays a list of all the Services available and confirms which have been enabled / disabled for your Organisation.

Services available are:

• PIN Change

• Balance Enquiries

• Online Purchase

• POS Purchase (Point of Sale)

• ATM Withdrawal

The Services that are ticked have been enabled for your Organisation. To enable any Services that are currently disabled, contact your Account Manager.

• Once enabled, these Services can be disabled for individual Cardholders if required

(see Section 6.6.4 Service Setting).

• MCC – displays a list of all Merchant Category Codes enabled for that Scheme

The Super User can select one or multiple MCC’s from the available list and disable them by clicking ‘Disable’; there may be a charge for doing so.

The search section at the bottom of the MCC tab is used to see the list of all disabled merchants.

Click ‘Search’ or ‘Reset’ after values are entered in the search fields. The following information will be displayed based on the search criteria entered:

• Merchant is the MCC’s name

• Date is the date when the MCC was first disabled

• Status is the current listing of the Merchant (e.g. Blocked)

• Action displays ‘Unblock MCC’ which, if clicked, will re-enable that MCC

Funding Account

Here you can view all transactions made from each of the Program’s Funding Accounts for the Organisation.

Search Transactions by Using Filters

A search can be made using the following fields:

• Program – option to choose from all available Card Programs

• Funding Account – this menu shows all of the wallet’s IDs

• Bank Account Number – choose one of the Bank Account Numbers

• Operation Type – this dropdown menu shows all financial operation types (Load / Redeem / Payment / Wallet Payment)

• Sign – option to choose from all financial adjustment types (Credit / Debit)

• Date Range – selection boxes to select FROM – TO dates

• Amount Range – selection boxes to select FROM – TO values

Note: all search boxes are optional, if all are left blank then all transactions will be displayed.

Click ‘Search’ or ‘Reset’ once values are entered in the search field.

Cardholders

This tab includes three main functionalities:

• New Cardholder: registering a new Cardholder (for Banking Lite and General Spend Programs only)

• Cardholders: viewing existing Cardholders and personalising Instant Issue and Instant Issue Advance cards

• Order Instant Issue Cards (for Instant Issue and Instant Issue Advance Programs only)

New Cardholder (Banking Lite and General Spend/Travel & Expenses only)

Note: This process is to be used only when registering a new Cardholder with a product other than Instant Issue and Instant Issue Advance. To assign an Instant Issue or Instant Issue Advance Card please see Section 6.4: Assigning an Instant Issue or Instant Issue Advance Card.

The New Cardholder form is divided into six sections as described below. When entering data into the form, all fields marked with an asterisk (*) are mandatory fields.

• Program Details: A dropdown menu where the User can select the program the new Cardholder will be linked to.

• Personal Details: Enter the details of the new Cardholder being registered. It is important that this section is completed in full as it is used to complete PEPs and Sanctions checks (see Section 6.14: PEP’s Matches).

Note: ‘Reference’ field may be used to include the organisation’s reference for the Cardholder. This field has a limit of ten alphanumeric characters.

• Address Details: Enter the Address details of the new Cardholder’s home address.

• Contact Details: Enter the contact details of the new Cardholder being registered.

Note: The email address entered will be used to send a confirmation email as well as login details to the Cardholder system. The email address and mobile phone number will also be used for strong customer authentication purposes to validate any online transactions or login made by the cardholder.

When entering the mobile number for the cardholder make sure that it is entered in the correct format. Full country code then drop the first 0 from the mobile number.

Note: If the customer does not have a mobile number or email address then online transactions using the card cannot be completed.

• Delivery Details: Enter the details of the new Cardholder’s address; the card will be delivered to this address.

‘Card Delivery’ is the field that indicates whether the card will be delivered directly to the Cardholder or to the organisation.

Note: ‘No card required’ can be selected if you do not wish for the physical card to be printed.

• Other Details: This is where the User can enter the authentication details of the new Cardholder being registered. The ‘Authentication Question’ is the question that will be used to validate the Cardholder when they make contact with either allpay or you (the Client) directly.

To save the details entered click ‘Submit’. To close the form without saving any information click ‘Cancel’.

Cardholders

This area provides a filter facility to search for existing Cardholders.

Cardholder’s Page

The Cardholder’s page provides a filter facility to search for the relevant Cardholder. Selecting ‘Search’ without entering any information will provide a full list of all Cardholders. You can also search by using the following filters:

• Client ID: the ID provided when the Cardholder was registered on the system

• Last four digits of the 16-digit card number

• Cardholder’s First Name

• Cardholder’s Last Name

• Program Name will list all the programs your organisation has signed up for

• Card Type will be whether you are searching for a Primary or a Secondary card (see Section 6.8: Linked Cards for details)

• Account Number relates to the Bank Account Number linked to the card

Enter the available information and select ‘Search’. A filtered list will appear, and you can click on the relevant Cardholder anywhere along that row.

Next, you are asked to authenticate the customer by answering two Security Questions and one Transaction Information, you can then choose ‘Confirm’.

‘ByPass Security Check’ is provided as an option to access the Cardholder’s account details without confirming their identity (for example, when completing administration tasks: loading cards, auditing spending activity). Please be aware that Data Protection is an essential way of ensuring that no information is passed to individuals other than the Cardholder. Only use this option when absolutely necessary.

The Cardholder details are displayed:

• Available Balance: this includes any pending transactions

• Settled Balance: this is the balance available after deducting the settled transactions

• Pending Debits: this is the amount of all authorised debits

• Pending Credits: this is the amount of all authorised credits

• Status: related to the status of the card and can appear as follows:

o Activated – a valid, working card. Cards can be activated from a ‘Not Activated’ status via the IVR line, the Organisation Portal or the Cardholder’s Portal

o Not Activated – assigned to all new registered cards. All replacement cards also have a ‘Not Activated’ status until they are activated by the Cardholder

o Expired – assigned to a card once the Card Expiration date is reached. This happens regardless of the status of the card (Not Activated, Activated, etc.)

o Closed – assigned to a card that can no longer be used. Cards can be closed via the Administration System only and this status is irreversible

o Suspended – assigned to a card temporarily suspended by its Cardholder

o Admin Suspended – assigned to a card temporarily suspended by a Super User

o Lost / Stolen – is the status assigned to a card once it’s been reported Lost or Stolen

• Organisation Name

• Program Name: this is the name of the Card Program the card is linked to.

There will be up to seven buttons at the top of the page, depending on the status of the card and the permission of the User:

• Send PIN: for those users that may have difficulty utilising the IVR. This will send an SMS to the mobile number entered on the cardholder profile

• Load Card: allows the User to load funds to a card

• Redeem: allows the User to redeem the card’s funds to the Organisation’s Funding Account

• Last 5 Transactions: allows the User to send the Cardholder an email including a mini statement with the last five transactions on the card account

• Report Lost/Stolen Card: allows the User to report a card as Lost, Stolen, Damaged or Fraudulent. The User can also request a replacement card at the same time if required

• Suspend Card: allows the User to temporarily suspend a card at the Cardholder’s request

• Close Card: allows the User to close a card / account

• Admin Suspend: allows the organisation’s Super User to temporarily suspend a card

• Renew: when the card is due for renewal this button allows the User to request a renewal of the card

• Make Payment: allows the User to make a payment to a ‘Payee’ on the system on behalf of the Cardholder

There are also six or seven tabs directly underneath the buttons, depending on the status of the card and the permissions of the User:

• Transactions: provides the User with access to the Cardholder’s transactions and settings (MCC, Spend Limits and Service Settings)

• Profile: provides the User with access to the Cardholder’s personal and authentication details. These details can be updated by clicking ‘Edit’ at the bottom of the page, updating the necessary details and then clicking ‘Submit’ to save the changes, ‘Cancel’ to return to the previous page without saving, or ‘Reset’ to clear all of the details in the form.

• Linked Cards: provides the User with access to the Cardholder’s list of secondary cards and trusted accounts (see Section 6.8: Linked Cards for details)

• Payment List: provides the User with access to the Cardholder’s payment history (see Section 6.9: Payment List for details)

• Payee List: provides the User with access to the Cardholder’s Payee details (see Section 6.10: Payee List for details)

• Direct Debits: provides the User with access to the Direct Debits that the Cardholder has set up (see Section 6.11: Direct Debits for details)

• Event Log: allows the User to view details of the card’s activation and subsequent events. This tab is only available if the card is in an ‘Activated’ status. (see Section 6.12: Event Log for details)

• Notes: allows the User to add a Note to the Cardholder’s account, recording relevant information related to their account. (see Section 6.13: Notes for details)

Ordering Instant Issue and Instant Issue Advance cards

Note: if you are using the Banking Lite or General Spend (T&E) programs, and not the Instant Issue or Instant Issue Advance program, this section is not applicable to you.

If you are using the Instant Issue or Instant Issue Advance program, it is recommended that you keep a stock of cards at allpay Ltd to ensure that, when you order cards through the system, they can be delivered to you within five days of placing the order. To order the stock to be held at allpay, please follow the Purchase Order process as outlined by your Implementation Contact.

To order Instant Issue or Instant Issue Advance cards in the system, select ‘Order Instant Issue Cards’ from the menu and complete the following fields:

• Number of Cards Required

• Delivery Details: will be pre-populated with your Organisation’s address details, but can be modified if necessary, by writing over the details in the address fields.

Once completed, click ‘Submit’ and the order will be received by allpay. You will receive the cards via the post within five days of placing the order.

Note: if you do not have a stock of cards at allpay Ltd, you will be required to complete a new Purchase Order for your order; this will inevitably prolong the process and you will not receive your cards within five days.

Assigning an Instant Issue or Instant Issue Advance Card

This section applies only to the Instant Issue and Instant Issue Advance programs and will detail how a card is assigned to a Cardholder when the card is required for issuing instantly, for example for Social or Crisis Fund usage.

The process consists of the following steps which should be carried out in sequence:

In order to complete the sequence, follow the steps below:

From the Cardholder menu choose ‘Cardholders’
In the ‘Client ID’ field enter the Client ID which can be found on the carrier letter (this is the letter the card is attached to). Ensure that ‘Instant Issue’ or ‘Instant Issue Advance’ is selected from the ‘Program Name’ dropdown menu
Choose ‘Search’. The system will now display details for the selected card
Click on the Client ID; in the example below this is 8260300962

Choose ‘ByPass Security Check’; no security question information has been set at this stage for the Cardholder
Choose the ‘Activate Card’ button

Click on ‘Submit’ to confirm the activation
Click on ‘OK’ to close the Operation Successful message window
The card activation step is now complete. The next step is to update the card with the Cardholder’s details.
Ensure that the ‘Profile’ tab is selected. The Activated status is now ticked.

Scroll down the screen, locate and click on the ‘Edit’ button. The data fields will now be available for amendment.

Complete all mandatory fields (*) and optional fields as required. Remember: it is essential that all details are accurate as checks will be completed on e/ach individual who receives a card (see Section 6.14: PEPs Matches).
Choose ‘Submit’ to save the details; ‘Reset’ to clear the form or ‘Cancel’ if changes are not required.
Proceed to Section 6.5.1: Load Card for details about how to load funds onto the card

Card Functionality Buttons

Within each Cardholder’s account, a User will be able to perform various functions depending on their permissions.

Send Pin

A user can send a PIN by SMS to any cardholder who may have difficulty using the IVR. A phone number is required on the cardholder profile for this process to work.

From the Cardholders menu locate the card.

Choose the ‘Send PIN' button

Click ‘Submit’ to confirm number is correct. User will need to update contact number on the cardholders account, if not correct.

Choose ‘OK’ to the operational success message.

Note: If the cardholder has not received the message, the number will need to be checked and amended within the cardholder’s profile.

Load Card

A User can top up a card using funds from the Funding Account of the card program by clicking on the ‘Load Card’ button.

The load amount can never exceed the available balance in the Funding Account.

From the Cardholders menu locate the card.

Choose the ‘Load Card’ button

Enter the amount to be loaded and click ‘Submit’.
In this example £10.75 is the amount to be loaded

Choose ‘Submit’ to confirm the load

Choose ‘OK’ to the Operation Successful message

Redeem Funds

A User can redeem all or part of the funds available in a card’s account back to the Funding Account by clicking on the ‘Redeem’ button and filling out the redemption form.

Note: The amount to be redeemed can never exceed the available balance in the card’s account.

Choose the ‘Redeem’ button

Enter the amount to be redeemed and click ‘Confirm’. In this example £6.00 is the amount to be redeemed

Choose ‘Submit’ to confirm the redemption

4. Choose ‘OK’ to the Operation Successful message

Last 5 Transactions

A User can send the Cardholder an email with a mini statement showing the last five transactions in the account by clicking on the ‘Last 5 Transactions’ button.

The User can add additional email addresses by clicking ‘Add’ and entering the additional email addresses the mini statement is to be sent to.

Report Lost / Stolen Card

A User can report a card as Lost, Stolen, Damaged or Fraudulent by clicking on the ‘Report Lost/Stolen Card’ button.

The User can also request a replacement card by selecting the ‘Replace’ box.

Suspend Card

A User can temporarily suspend a card if requested by a Cardholder by clicking on the ‘Suspend Card’ button.

To reverse this action, click on the ‘Re-activate Card’ button.

Close Card

A User can close a card and its account by clicking on the ‘Close Card’ button.

This action will automatically:

• Redeem all the card funds back to the program’s wallet

• Close the associated Bank Account

• Change the card status to ‘Closed’

Note: Prepaid cards cannot be closed if there are any pending transactions, or if the account is in a negative balance. If you are unable to close a card, please contact us for assistance.

Admin Suspend

The Super User can temporarily suspend a card if requested by allpay Ltd or the Super User by clicking on the ‘Admin Suspend’ button.

To reverse this action, click on the ‘Re-activate Card’ button.

Renew

When a card is due to expire, a User can request a card renewal by clicking on the ‘Renew’ button. This will avoid any gaps in the card’s activation.

Make Payment (Banking Lite only)

A User can make a payment to a Payee and create a new Payee on behalf of the Cardholder. To create a new Payee, click on the ‘Create a new payee’ button and enter the details of the new Payee. All fields marked with a * are mandatory.

Once you have entered the necessary information, click the ‘Make Payment’ button and confirm the payment. The Payee’s details will then be stored in the system in order to make a repeat payment.

A recurring payment can be created by selecting the ‘Recurrent’ tick box in the Make Payment screen.

Once selected, you will be presented with options to complete as required:

• Occurrence: select Daily, Weekly, Four-Weekly, Monthly or Yearly from the dropdown box. You will then be prompted to select the day, week, month or year that you require this payment to be made.

• Occurrence Date: select a start date and end date for this recurring payment

Activate Card

If the card is in a ‘Not Activated’ status, then the ‘Activate Card’ button will be available for the Super User to activate the card.

The Super User should click on the ‘Activate Card’ button to activate the card and allow funds to be loaded onto it.

Transactions

Depending on their permissions, a User can view the Cardholder’s transactions and settings (MCC, Spend Limits and Service Settings). The information is managed in the additional tabs that are displayed upon choosing the ‘Transactions’ tab:

• Card Activity displays the transaction history on the card

• MCC displays the Merchant Category Codes (MCC’s) settings for the card and confirms which MCC’s have been blocked

• Spend Limits displays the spend limits set up for the card

• Service Settings displays the services set up for the card (e.g. ATM withdrawal, POS purchases)

Note: these settings are initially set at organisation level within the Organisation Details section; however, MCC and Service Settings can be modified at Cardholder level here.

Card Activity

Card Activity displays the transaction history of the card and a search can be made using the following fields:

• Date Range

• Merchant

• Status

• Authorisation State

• Transaction Reference

The User can also select specific filters to narrow down the search:

• Get old transactions? If this option is selected the list of transactions will include all past transactions for this card’s account from the date the card was activated

• Get chargeback transactions? If this option is selected the list of transactions will include only the transactions that were charged back (funds reclaimed by the Cardholder via a dispute)

• Get purged authorisations? If this option is selected the list of transactions will include only the authorisations that have been purged because there was no settlement applied in time

Click ‘Search’ or ‘Reset’ once values are entered in the search field. The following information will be displayed based on the search criteria entered:

• Date

• Merchant

• Type

• Status

• Billing Amount

• Running Balance

MCC

The User can view the list of Merchant Category Codes (MCC’s) enabled for the card. This information includes:

• MCC ID: this displays the MCC ID as per MasterCard’s MCC list

• MCC Description: this displays the MCC Description as per MasterCard’s MCC list

The User can amend MCC Codes at organisation level by contacting their sales representative. There may be a charge for any changes.

Spend Limits

The User can view the list of Spend Limits set up for each service enabled for the card. This information includes:

• Daily Limit Amount: the total amount allowed per day for the given service

• Daily Limit Number: the total number of transactions allowed per day for the given service

• Accumulated Limit Amount: the total amount allowed per day for the given service

• Accumulated Limit Number: the total number of transactions allowed per day for the given service

The User can amend the limits by contacting your sales representative; there may be a charge for any amendments.

Service Setting

The User can view the list of services enabled for the card.

These services are set at Organisation level, however they can be changed at Cardholder level if necessary by clicking ‘Edit’, removing the tick from any Services you do not wish this Cardholder to access, then selecting ‘Save’.

Note: Organisations have the ability to switch off contactless capability on behalf of our cardholders in some circumstances. On Instant Issue, Instant Issue reloadable and General Spend (Travel & Expense) programmes, where the funds are ‘owned’ by the Organisations and not the individual cardholder, it will be permissible, in exceptional circumstances, to remove the contactless function for those individual cardholders. However, your carrier letters and cardholder agreements MUST include information that reflects the possibility that the contactless card issued, displaying the contactless logo, may have the contactless function disable at the organisation’s discretion.

To switch off the contactless functionality, your account manager will need to be contacted. Contactless can be switched off at cardholder level, you must however, be able to evidence the cardholders request.

Profile

The User can view the Cardholder’s personal and authentication details. This information includes:

Personal Details

• Client ID

• Bank Account Number

• Title

• First Name

• Middle Name

• Last Name

• Gender

• Date of Birth

• Reference

• Nationality

• Preferred Language

• Nickname

Address Details

• Post Code

• Region

• Town/City

• Country

• Address

Contact Details

• Home Phone

• Mobile Phone

• Email

Delivery Details

• Card delivery: select whether the card is to be delivered to the Organisation or the Cardholder – the information should pre-populate with the details stored in the system. It is possible to edit any of these details if required.

Other Details

• Authentication Question: this is the authentication question used to identify the Cardholder’s identity

• Response: this is the response to the authentication question

• Registration Date

• Expiry Date (of the card)

All information can be amended except the Client ID and Bank Account Number

Linked Cards

Linked Cards can be created where the Primary Cardholder requires a secondary card for a trusted person. This secondary card will be registered to the same account as the primary Cardholder’s. The User can view the Cardholder’s secondary cards and trusted accounts. Secondary Cards can also be created under this tab by clicking ‘Create Secondary Cards’.

Enter the details of the Secondary Cardholder and click ‘Submit’. This card will then be created and sent to the details registered.

Payment List

A search for payments can be made using the following fields:

• Payee Name: enter part or all of the Payee’s name for a specific payment

• Payee Type: a dropdown menu showing all Payee types (Individual/Company)

• Account Number: enter part or all of the Payee’s Bank Account number for a specific payment

• Sort Code: enter part or all of the Payee’s Bank Account Sort Code for a specific payment

• Date Range: selection boxes to select FROM - TO dates for a specific payment

• Amount Range: selection boxes to select FROM - TO amounts for a specific payment

Click ‘Filter’ or ‘Reset’ once values are entered in the search field.

Payee List

A search for Payees can be made using the following fields:

• Payee Type: a dropdown menu showing all Payee types (Individual/Company)

• Payee Name: enter part or all of the Payee’s name

• Bank Name: enter part or all of the Payee’s Bank name

• Sort Code: enter part or all of the Payee’s Bank Account Sort Code

Click ‘Filter’ or ‘Reset’ once values are entered in the search field. The following information will be displayed based on the search criteria entered:

• Creation Date

• Payee Name

• Payee Type

• Bank Name

• Sort Code

Direct Debit

The Prepaid system gives the Cardholder Direct Debit functionality. The Cardholder can manage a Direct Debit in their Cardholder portal.

A search for the Cardholder’s Direct Debits can be made using the following fields:

• Monthly: two dropdown menus showing all Months/Years where there are registered Direct Debits

• Date Range

• Amount Range

• Name: a dropdown menu showing all registered Companies

Click ‘Search’ or ‘Reset’ once values are entered in the search field. The following information will be displayed based on the search criteria entered:

• Name

• Reference

• Amount

• Frequency

• Last Payment

• Cancel

The User can cancel a Direct Debit instruction by clicking on the ‘Cancel’ button.

The form will be populated with the details of the Direct Debit to be cancelled.

To complete the cancellation, click ‘Confirm’. To cancel the operation, click ‘Cancel’.

After confirming the Direct Debit cancellation, the User will be directed back to the Direct Debits page, the Direct Debit instruction will be cancelled and no more payments will be debited from the Cardholder’s account.

Event Log

The Event Log will display events and actions related to a specified Cardholder.

Click anywhere on the appropriate row to view more details about that event.

Choose ‘Filter’ to reveal the filter criteria fields.

Click ‘Search’ or ‘Reset’ once values are entered in the search field.
To navigate through multiple pages, click the page selection buttons.
To amend the display per page, click the dropdown to amend the display per page value with permissible values of 5 to 30.

Notes

Notes can be added to the Cardholder’s account to record useful information related to their account.

To add a note, select ‘Add Note’, the User can then add or paste information into the text box to record the necessary details:

The Note will contain the time and date that the entry was recorded. It is not possible to delete a note once it has been added.

PEPs Matches

As this is a financial product, strict checks must be done on all Cardholders. The checks that are carried out are:

• ‘Politically Exposed Persons’ (PEPs): this check searches for anyone who is or has been entrusted with a prominent public function, or a relative or known associate of that person.

• ‘Sanctions’: this check searches the Sanctions register. This register relates to Financial Sanctions imposed by HM Treasury on persons who are subject to restrictive financial measures.

allpay Limited will screen all Cardholders upon first registration, when updates are made to Cardholders’ details, and daily thereafter.

The User can view / manage the lists of Cardholders that matched any of the PEPs / Sanctions lists either at registration stage or any point where their details were updated.

The information is managed in tabs:

• Card Registration matches displays the list of Cardholders that matched any of the PEPs / Sanctions lists at new Cardholder registration stage

• Card Update matches displays the list of Cardholders that matched any of the PEPs / Sanctions lists after the monthly checks, or where their details were updated through amending the Cardholder details in the system.

Card Registration Matches

A search can be made using the following fields:

• Matching Date Range: selection boxes to select FROM - TO dates to show only the dates where there were matches

• Action Date Range: selection boxes to select FROM - TO dates to show only the dates where an action was taken

• Record ID: enter part or all of the Record ID assigned to the matched registration

• Client ID: part or all of the Client ID assigned to the matched registration. This field will only be available for those matched registrations that have been cleared

• Status: a dropdown menu showing all the available statuses (matched / cleared / cancelled)

Click ‘Search’ or ‘Reset’ once values are entered in the search field. The following information will be displayed based on the search criteria entered:

• Record ID

• Actor

• Matching Date

• Action Date

• Client ID

• Reason

• Status

• Actions

Those registrations that matched a PEPs/Sanctions item but have not yet been reviewed will show the Actor as ‘Peps & Sanctions’.

When a potential PEPs match is identified, both allpay and the superuser will be notified by email, allpay will review this potential match and attempt to discount this from the information we hold. Allpay may contact your superuser and request more information/evidence to be able to discount or confirm the match.

For Sanctions matches, the card will not be issued at all.

Once a registration has been cleared or cancelled the actor field will be populated with who performed this action. The reason and action date will also be displayed in the relevant fields.

A search can be made using the following fields:

• Date Range: selection boxes to select FROM - TO dates to show only the dates where there were matches

• Record ID: enter part or all of the Record ID assigned to the matched registration

• Client ID: enter part or all of the Client ID assigned to the matched registration. This field will only be available for those matched registrations that were cleared

• Status: a dropdown menu showing all the available statuses (matched / cleared / cancelled)

Click ‘Filter’ or ‘Reset’ once values are entered in the search field. The following information will be displayed based on the search criteria entered:

• Record ID

• Matching Date

• Client ID

• Status

Any matches listed under this section will be existing Cardholders with issued cards. The same process will apply here as for the Card Registration Matches: The Super User will be notified of the match and, for PEPs matches that you wish to be released, evidence must be provided to allpay Limited. For Sanctions matches, the card will be blocked.

Payments (Banking Lite only)

This module is divided into two tabs:

• Payees: individuals or companies stored in the system to make one-off or regular payments to

• Payments: making payments to existing Payees

Payee

A search can be made using the following fields:

• Payee Type

• Payee Name

• Bank Name

• Sort Code

Click ‘Search’ or ‘Reset’ once values are entered in the search field. The following information will be displayed based on the search criteria entered:

• Payee

• Account Number

• Sort Code

• Linked To: number of Cardholders this Payee is linked to

A User can add another Payee by clicking on the ‘Create New Payee’ button and completing the ‘Add New Payee’ form:

• Payee Type: Individual / Company

• First Name: Payee’s first name

• Last Name: Payee’s last name

• Account Number: Payee’s Bank Account number

• Sort Code: Payee’s Bank Account sort code

• Bank Name: Payee’s Bank’s name

To link the new Payee to a specific Cardholder, select the relevant Cardholder from the list in the first box and click the right-facing arrow to move it to the ‘Cardholders linked to payee’ box.

To submit the details of the new Payee, click ‘Create a Payee’. To reset the form, click ‘Reset’. To cancel the operation, click ‘Cancel’.

After submitting the new Payee details, they will be available in the linked organization’s Payee List.

Payments

A search for historical payments can be made using the following search fields:

• Payee Type: Individual / Company

• Client ID

• Account Number: Payee’s Bank Account number

• Payee’s Sort Code

• Bank Name

• Payee’s Name

• Payment Date Range

• Payment Amount Range

Click ‘Search’ or ‘Reset’ once values are entered in the search field. The following information will be displayed based on the search criteria entered:

• Payment Date

• Payee Name

• Payee Type

• Client ID

• Cardholder Name

• Payment Amount

• Occurrence

• Occurrence Day

• Occurrence Period

• Remaining Payments

• Action

To select a Payment, click anywhere on the desired payment in the results table. The details of the Payment will then be displayed in read-only mode.

Interactive Voice Response (IVR)

The allpay Prepaid Card System uses an intuitive IVR system which provides 24/7 access.

The automated telephone service allows Cardholders to access and manage aspects of their Prepaid Card. The main functions of the IVR are:

Card activation
Request card balance
Hear a list of recent transactions
Retrieve card PIN
Update IVR telephone access code

Report card as lost, stolen or damaged

Access to the IVR is granted via a six-digit telephone access code which the Cardholder creates as part of the initial card activation.

IVR numbers

Banking Lite and General Spend (T&E): 0330 808 0102

Instant Issue and Instant Issue Advance: 0330 808 0965

Contact information

allpay provides a wide range of support services which covers all aspects of the business and its products and services. Normal office hours at allpay are 8:00am to 6:00pm Monday to Friday.

For all contact details please refer to our contact page on our website: www.allpay.ne

Training

In order to maximise the benefits of using the system for your organisation and minimise time and administration in the future, we recommend that all Users receive face-to-face training prior to using the system.

Video tutorials and Quick Start Guides for the Banking Lite and Instant Issue programs are available online at http://www.allpay.net/training/prepaid; these highlight the most commonly used functions in a handy, concise format which may be particularly useful to Users who are familiar with Prepaid card systems, or for Users who need a refresh on the key tasks.