ePayments: ACH & Credit Card

Rutgers partners with Bank of America to offer an ePay virtual credit card payment program to suppliers. Suppliers can enroll in this program to take advantage of a payment term of immediate payment upon invoice approval. Standard merchant fees may apply. To use this payment method, suppliers must be able to charge a virtual credit card.

Enrollment Process Steps:

1. The supplier submits the ePayment and eInvoicing Selection Form.
2. Rutgers emails the supplier with the instructions and the virtual card application.
3. The supplier completes the application and sends it back to Rutgers at rutgers_ap_electronic_payment_services@finance.rutgers.edu.
4. Bank of America sends the supplier the welcome email once the application is approved.
5. Rutgers sends the supplier the virtual card’s CVV and card expiration date in a separate email.

Card Activation and Remittance:

Within the application form in Step 3, the supplier has the choice to either 1) Keep the virtual card number on file or 2) Select a secure email delivery method option where an email notification with a link to access the payment detail is sent every time a payment is ready.

Once an invoice is processed and approved by Rutgers, the supplier will receive a BOA remittance email that includes an invoice number, date, and dollar amount of the invoice/s to be paid.  The supplier will then charge the virtual card for the remittance amount using their merchant terminal, initiating the receipt of payment.

Important Facts:

a. Invoice payment is in US Dollars only.
b. A supplier who does business with Rutgers more than one time is eligible for virtual card enrollment.
c. Virtual credit card enrollment requires the supplier to have a legal business name. Individuals cannot enroll in the virtual credit card program.
d. An enrolled supplier is issued with a card #. The virtual card CVV number and expiration date are sent separately to the supplier by Rutgers for security purposes.
e. An enrolled supplier can request additional email addresses to receive the virtual card payment remittance by sending the request to rutgers_ap_electronic_payment_services@finance.rutgers.edu.
f. Once the virtual card is fully operational, POs issued thereafter are paid via the ePay virtual card. Invoices for POs before the virtual card setup will be paid with the previous payment method.
g. Payments will be processed as credit card transactions, so standard merchant fees will apply. The supplier should check with their bank and treasury department to determine the fee.
h. Rutgers will not pay virtual credit card merchant fees passed on from the supplier.
i. The virtual card will be funded for invoice payment upon invoice approval and payment processing by Rutgers.
j. The supplier who cannot comply with the virtual card requirements will return to standard net terms of 45 days.
k. Payments requiring backup documents cannot be paid via virtual credit card.

Rutgers partners with Bank of America and Bottomline Technologies to offer the Paymode-X (ACH) payment method. Suppliers enroll in this program by setting up a Paymode-X account with a specified bank account. The standard payment term for Paymode-X is 45 days. Suppliers can take advantage of an improved payment term of Net 30 days by enrolling in Paymode-X and registering for eInvoicing.

Enrollment Process Steps:

1. The supplier submits the ePayment and eInvoicing Selection Form.
2. Rutgers emails the supplier with the instructions and the Paymode-X application.
3. The supplier signs up for Paymode-X at . Signing up via this link will allow the supplier to be paid without fees assessed for any Rutgers payments.
4. The authentication process takes place via Bottomline Technologies and may take a few weeks once the supplier submits complete documents.
5. Once the account is authenticated and activated, the supplier will receive an email from Bottomline Technologies.
6. Rutgers completes the Paymode-X account setup to the Rutgers system, and notifies the supplier the account is active for Rutgers.

Enrollment Questions and Issues:

A Paymode-X account is fully managed by the supplier. Rutgers does not have access to the supplier’s account and status.  If the supplier has any questions about their enrollment, the supplier contacts Bottomline at enrollment@paymode-x.com or at 1-800-331-0974 Monday through Friday 8:00 AM - 5:00 PM EST.

Important Facts:

a. Paymode-X enrollment requires a US-based bank account for authentication.
b. Paymode-X enrollment requires the supplier to have a legal business name for authentication. Individuals cannot enroll in Paymode-X.
c. The supplier who does business with Rutgers more than one time is eligible for Paymode-X enrollment.
d. The Paymode-X enrollment process can take a few weeks to complete due to the authentication and setup process in Bottomline.
e. The supplier is fully responsible for the account setup and banking information maintenance in the Paymode-X account. Rutgers does not have access to supplier account information.
f. An enrolled supplier is issued a Paymode-X account # electronically.
g. Once the Paymode-X account is fully set up, POs issued thereafter will be paid via Paymode-X. Invoices for POs before the Paymode-X account setup will be paid with the previous payment method.
h. Paymode-X payments are processed as ACH transactions with no fees imposed for Rutgers-associated payments.
i. Once an invoice is processed and approved by Rutgers, the supplier will receive a Bottomline remittance email with instructions to log in to Paymode to view remittance details (invoice number, date, and dollar amount of the invoice(s) paid).
j. Payments requiring back-up documents cannot be paid via Paymode-X.
k. The supplier who cannot comply with the Paymode-X requirements will return to standard net terms of 45 days.
l. Special consideration must be given to a supplier with multiple bank accounts. The supplier should communicate with rutgers_ap_electronic_payment_services@finance.rutgers.edu for direction.

Rutgers offers an electronic method for invoice submission to suppliers via the Jaggaer Portal. Jaggaer is Rutgers’ procurement system for managing purchase orders and invoices. Registered suppliers can log in to the portal, find their PO, and invoice against the PO online. Portal Invoicing often results in fewer errors and faster processing. Suppliers can take advantage of an improved payment term of Net 30 days by enrolling in Paymode-X and registering for Portal Invoicing.

Registration Process Steps:

1. The supplier submits the ePayment and eInvoicing Selection Form.
2. Rutgers emails the registration invitation to the supplier invoicing contact via the Jaggaer system.
3. The supplier invoicing contact receives the invitation and registers the company.
4. The supplier uses the Jaggaer Portal Invoicing Guide to submit invoices.

Important Facts:

a. There is no fee imposed for Rutgers-associated Portal Invoicing.
b. The supplier must review the Jaggaer Portal Invoicing Guide before sending invoices.
c. Portal Invoicing is available for US-based suppliers.
d. The supplier who does business with Rutgers more than one time is eligible for Portal Invoicing enrollment.
e. Once Portal Invoicing is fully set up, the supplier should not submit invoices to Rutgers via email; otherwise, it could delay the invoice processing time.
f. Once Portal Invoicing is fully set up, the supplier should invoice on a going forward basis; otherwise, it could delay the invoice processing time.
g. Suppliers are required to submit accompanying invoice attachments for blanket POs.
h. Suppliers who cannot comply with the process will return to standard net terms of 45 days.
i. For any eInvoicing related questions, suppliers should contact Rutgers AP Electronic Payment Services.
j. For additional access to portal invoicing, the supplier’s primary invoicing contact can add the additional contacts in the Jaggaer Portal.