Beginnner's Guide to Tuition Processing

A Publication of Diamond Mind

Tuition Payment Processing

A Beginner’s Guide

Understanding Payment Processing for Independent Schools

TABLE OF CONTENTS

1.  Electronic Options for Accepting Tuition Payments

2.  Surcharge Fees vs Convenience Fees 3.  How the New Settlement Rules and

Visa Education Program Impact Your School

4.  Applying Surcharge Fees: Notification Requirements and Limitations

5.  Applying Surcharge Fees: Disclosure and Processing Requirements

6.  The 10 States that Prohibit Surcharge Fees

7.  Discount for Cash: A cost-neutral option for accepting tuition payments

8.  Recurring billing for tuition payments: Another way to reduce costs

9.  Should You Hire a tuition management company?

Tuition Payment Processing:

A Beginners Guide Tui$on payments are a love-‐hate rela$onship for the administra$ve staff at most independent schools. As your largest regular receipt, these payments are an important part of the fuel that keeps your school running. Due to the significance that tui$on plays at your school, offering numerous op$ons for payment acceptance is important. In general, collec$ng tui$on payments comes with a few challenges such as ease of use, mee$ng parent needs, and covering your costs. You need to provide easy, common op$ons for your busy parents while mee$ng their needs, and you also need to simultaneous minimize the cost of collec$ng payments or $me spent in the reconcilia$on process. For most schools this means you need to carefully consider the costs and availability of each op$on. You also need to issue payment reminders, follow-‐up with lagging payments, and be sure that your system complies with the latest state and federal rules for processing ePayments. Simply put, you need to develop the right tools that help you minimize costs while reducing hassles. This guide is designed to help you develop the tools you need to successfully implement ePayments at your school, and by the end you will be able to answer three ques$ons that every independent school business officer needs to consider: 1.  What are the different op$ons your school has for collec$ng tui$on

payments electronically and what are the pros and cons of these different op$ons?

2.  What does your school need to do to comply with the new rules allowing surcharge fees for credit card payments?

3.  Should your school hire a tui$on management company to help you manage these different op$ons?

Please note that nothing in this guide cons0tutes as legal advice. It is cri0cal to check with your legal counsel to ensure compliance with all applicable state and federal laws when processing electronic payments.

CHAPTER ONE

ePayment Options for Accepting

Tuition Payments

Your parents expect to be able to pay their children’s tui$on online using their preferred credit and debit cards, or by transferring their bank funds through an Automated Clearing House (ACH). As a business officer, you need to make these op$ons available while minimizing the cost and hassles to your office. To achieve the right balance for your school, it helps to think about the two issues separately. First, how do you reduce the work you need to do with invoices, collec$ng payments, and following up with lagging payments? Second, how do you minimize the cost of processing an ePayment? For the laUer, looking into cost-‐neutral opportuni$es will allow your school to accept many forms of payments, and reduce the amount of fees to be absorbed by school.

The basics

A cost-‐neutral opportunity is something that provides added value to both you and parents, while preven$ng your school from having to absorb the related costs. For tui$on, board, and related payments, there are a few specific cost-‐neutral opportuni$es: checkout and surcharge fee programs, discount for cash program, and convenience and service fee programs. There are three poten$al op$ons for cost-‐neutral electronic payment processing: •  Convenience and Service fees •  Surcharge fee •  Discount for cash

Cost-Neutral ePayments

Convenience and Service fees are charged to the payer to reimburse the merchant for the costs they incur, because they allow their customers to use credit or debit cards instead of just cash, checks or ACH. These fees can generally only be used when the payer makes an online or other non face-‐to-‐face purchase, and cannot be used for payments other than on tui$on, board, or related fees. Another challenge with convenience and service fees is that one credit card brand, VISA, regulates the use of them differently than the other brands. As of January 2014, Visa has expanded their Educa$on Payment Program to include K-‐12 schools, but there are s$ll some differences. Similar to convenience fees, schools are more likely to choose this op$on because they want to simplify their reconcilia$on process by outsourcing fee collec$on. This program now allows all major credit and debit cards, including Visa to be used for tui$on, board, and related fees.

Convenience and Service Fees

Surcharge fees are charged to the payer that reimburses the merchant, in this case a school, for the costs they incur because they allow the payer to use a credit or debit card. A merchant might choose to use a surcharge fee rather than a convenience fee because there are limita$ons on convenience fees that do not apply to surcharge fees. Surcharge fees do; however, come with their own limita$ons and rules that are discussed in following chapters. There are three main reasons a school might use a surcharge fee: •  If you want to accept VISA card transac$ons •  If you want to add a fee on every credit card transac$on,

not just online •  If you want to add a fee on purchases for items other

than tui$on

Surcharge Fees

Discount for cash is a method for a school to accept credit card payments, and s$ll recover some or all of its processing costs without charging convenience or surcharge fees. With this op$on, the school offers parents two tui$on prices: one for paying with credit or debit cards, and one for paying with a check or an electronic funds transfer (ACH). This is a par$cularly important op$on for schools that are not allowed to charge surcharge or convenience fees, such as schools in the 10 states where surcharge fees are prohibited: California, Colorado, Connec$cut, Florida, Kansas, Maine, MassachuseUs, New York, Oklahoma and Texas.

Discount for Cash

Implemen$ng a recurring billing program at your school saves your business office $me by reducing paperwork and automa$ng a tedious process. Recurring billing also keeps your parents happy by offering them the op$ons they expect to see when making ePayments. There are no unique rules that regulate recurring billing, so your only concern should be about implemen$ng technology that is flexible, responsive, reliable, and the best fit for your school.

Recurring Billing

Auc$on Room, Chris$e's (1808): Use this space to provide credit to the original photo or graphic creator

Section wrap-up •  There are several options and

methods for applying fees •  Fees are designed to help you

recuperate or share the cost •  Cost-Neutral opportunities are a

win-win for you and parents •  Recurring billing is easy to use, and

an expected option from parents

Chapter 1

Wrap up

CHAPTER TWO

Surcharge Fees vs

Convenience Fees

When it comes to ePayments, a popular topic business officers ofen debate is about the different op$ons they can implement to ensure their school won’t have to absorb fees. Though surcharge and convenience fees are not all too dissimilar, there are various pros and cons between the two op$ons and how your parents will perceive them. Surcharge fees are making big come back. As of January 27, 2013, merchants can now use surcharge fees that were previously prohibited by the major credit card companies. This change came about as a result of the 2012 seUlement of a class ac$on lawsuit against VISA and MasterCard regarding. The seUlement leaves the rules about convenience fees intact, but gives merchants new and significant la$tude to charge surcharge fees.

Surcharge & Convenience Fees

Understanding the Difference

A surcharge fee is a fee charged to the payer that reimburses the merchant for the costs they incur because they allow the payer to use a credit card.

A convenience fee is a fee charged to the payer that reimburses the merchant for the costs they incur because they allow their customers to use a payment channel that is different than the normal payment channel.

VS

As an example, if your tui$on-‐paying parents normally walk into the finance office and hand the bursar or financial administrator a credit card to pay tui$on, the convenience comes from the ability to pay online instead. In this instance, you can charge the parents a convenience fee for offering that op$on. The most important thing to understand about these fees is that they differ in five significant ways, which will be covered in the following chapters: •  Whether the merchant can choose to set the fees as either a

percentage of the total transac$on and or a flat fee •  Whether the fees can be implemented on all types of cards

including debit and prepaid •  How the merchant must inform the customer about the fees •  How and when the merchant informs the credit card company

that they will be charging these fees •  Whether the fees can be used in the ten states that currently

prohibit surcharge fees: California, Colorado, Connec$cut, Florida, Kansas, Maine, MassachuseUs, New York, Oklahoma and Texas?

Understanding the Difference


Section wrap-up •  Each fee type has a set of unique

requirements •  There are 10 states that prohibit the

use of fees, but there are other options

•  Being transparent and clear about fees reduces issues with parents

Chapter 2

Wrap up

CHAPTER THREE

Settlement Rules and

Your School

Now that you understand the differences between convenience and surcharge fees, what does this mean for your school? The simplest answer is that you can now consider adding a surcharge when your customers pay with credit cards. If you have been charging convenience fees un$l now or have forgone charging any fees at all, you now have the op$on of charging your customers a surcharge fee instead. The main reason a merchant might want to implement a surcharge fee is to make the collec$on of payments via credit cards cost-‐neutral. By charging some or all of the cost of processing a credit card transac$on back to the customer, the merchant recovers that cost. There are also limita$ons on convenience fees that do not apply to surcharge fees. However, keep in mind that surcharge fees come with their own limita$ons and rules.

Getting into Surcharge Fees

A merchant must also comply with the following five requirements to use a surcharge fee: •  No$fy the card company and your acquirer at least 30

days before beginning to use the surcharge •  Limit surcharging to credit cards only (no surcharges on

debit or prepaid cards), limit the amount to 4% of the total transac$on or the actual costs of processing credit card transac$ons, whichever is less, and limit applica$on of the fee to either the brand or product level

•  Disclose the surcharge amount, that it is a merchant surcharge and clearly alert customers to the prac$ce at the point of sale and on every receipt

•  Include the surcharge with the purchase as a single transac$on

•  Check with your legal counsel if you do business in one of the 10 states that currently prohibits surcharges: California, Colorado, Connec$cut, Florida, Kansas, Maine, MassachuseUs, New York, Oklahoma and Texas.

Surcharge Fee Requirements

There are two main reasons you might want to consider using a surcharge fee: using a fee on every credit card transac$on, and if you want to add a fee for items other than tui$on. Adding a Surcharge Fee to Every Credit Card Transac8on Because convenience fees can only be used on alterna$ve payment channels, some credit card charges cannot add a fee. For example, if a parent walked into your bursar’s office and paid tui$on with a credit card, you could not use a convenience fee for that transac$on because it is not considered an alterna$ve payment channel. The surcharge fee, however, is specifically allowed for all credit card transac$ons, even those that are conducted face-‐to-‐face. Adding a Surcharge Fee to Items Other Than Tui8on The rules that govern convenience fees restrict their use in the school environment to purchases for tui$on or other directly related educa$onal purposes. Surcharge fees have no such restric$ons, so you could use these fees for uniform purchases, food purchases, dona$ons, and gifs.

Considering Surcharge Fees


Section wrap-up •  Fees can be added to more than

Tuition •  Each major credit card has a set of

unique rules •  Legislation often dictates how

ePayment fees can be used

Chapter 3

Wrap up

CHAPTER FOUR

Applying Surcharge

Fees

Surcharge Fee Requirements

If you have decided to use a surcharge fee for credit card purchases in any department of your campus, there are several requirements with which you must comply. In this chapter, we will discuss two of the five requirements: no$fica$on to the card companies and your acquirer, and the applica$on of applicable limita$ons. No8fica8ons and Limita8ons You must provide no$fica$on to both VISA, MasterCard, and to your acquirer if you intend to apply a surcharge fee for purchases with these cards. The no$fica$on must be provided 30 days before you begin to apply a surcharge. You should have the merchant ID you plan to use handy when comple$ng the form, and must complete one form for each merchant ID on which you plan to use a surcharge.

Surcharge Fee Limitations

There are three limita$ons merchants must observe when using a surcharge fee: processing cost caps, brand or product level surcharges, and only applying them to credit cards. Processing Costs Cap While the merchant does have some discre$on to determine the amount of the surcharge, it cannot exceed the lesser of four percent of the total transac$on; or the actual cost of processing credit card transac$ons. Brand Or Product Level, Not Both Merchants have the op$on to add a surcharge at the brand level to all credit card transac$ons or to par$cular types of Visa and Mastercard credit card transac$ons at the product level (e.g., Visa Tradi$onal, Visa Tradi$onal Rewards, Visa Signature), but not both. Credit Cards Only Under the rules of the seUlement agreement, surcharge fees cannot be used on purchases made with debit or prepaid cards. Even if a debit card user chooses credit at a point of sale terminal, the transac$on made with a debit card cannot have a surcharge fee applied.

Implementing Fees

Providing no$fica$on to the credit cards and your acquirer is fairly straighkorward, and applying the cap requires a simple modifica$on of your checkout process. However, determining whether a card that you can’t see is a debit or a credit card is not as simple. To iden$fy and block payments with debit cards, your payment processor must be able to perform a Bank Iden$fica$on Number (BIN) look up. It is important that you check with each sofware provider you use to process payments to ensure that they can provide this service if you want to use a surcharge fee. If it turns out that your vendor is unable to dis$nguish and treat debit and credit cards differently, Diamond Mind has a product that can do this for you and is compa$ble with any gateway you are using. Our Card Validator allows you to instantly determine whether the proffered card is a credit card and reject the card if it is not. Our Card Validator is fully PCI compliant and is regularly updated with all of the most recent card iden$fica$on data.


Section wrap-up •  Understand the different

notifications and limitations of fees •  Surcharge fees can only be added to

credit, not debit cards

Chapter 4

Wrap up

CHAPTER FIVE

Applying Surcharge

Fees

Applying a Surcharge Fee

When it comes to applying a surcharge fee, communica$on is an important aspect. For any item that would have a surcharge fee added, a merchant needs to disclose the fee. Also of note, there are specific processing requirements that regulate the what, where, and how in regards to disclosures. A U.S. merchant who uses a surcharge fee must provide clear disclosure to the merchant’s customers at three points: the point of store entry, the point of interac$on or sale, and on the transac$on receipt. It starts with the point of store entry or in an online environment, the first page. A merchant must list that a surcharge will be added, but will not be greater than its applicable merchant discount rate for credit card transac$ons. The surcharge must also be listed at the point of interac$on or sale with the customer. Finally, a surcharge must also be listed on the transac$on receipt provided by the merchant. The exact dollar amount of the actual surcharge must be listed on the receipt.

Disclosure | Interaction

The point of entry disclosure must include a statement that the surcharge the merchant imposes is not greater than the merchant’s discount rate for credit card transac$ons. This includes the amount of any surcharges that the merchant imposes, and a statement that the merchant is imposing the surcharge. The point of interac$on or sale disclosure must no$fy the customer of the merchant’s surcharging prac$ces (including the amount of any surcharges that the merchant imposes and a statement that the surcharge is being imposed by the merchant), in a manner that does not disparage the brand, network, issuing bank, or the payment card product being used. Merchants are free to develop their own signage that meets surcharging requirements, and are permiUed to combine brand messages if more than one credit card brand is surcharged.

Surcharge Fee Examples

Mastercard Surcharge Example MasterCard offers the following examples of compliant surcharge disclosure : We impose a surcharge on credit cards that is not greater than our cost of acceptance We impose a surcharge of __ % on the total transac$on amount on MasterCard credit card products, which is not greater than our cost of acceptance We do not surcharge Debit MasterCard cards On each transac$on receipt the merchant must disclose that it is a merchant surcharge, and provide the dollar amount of the surcharge. The rules also require that the surcharge fee be processed with the purchase as a single transac$on.


Section wrap-up •  Surcharge fees prevent your school

from absorbing costs •  There are specific rules and

regulations for using Surcharge Fees

•  Disclosure and Communication are important aspects when using fees

Chapter 5

Wrap up

CHAPTER SIX

States that Prohibit

Surcharge Fees

States that Prohibit Fees

If your school has opera$ons in any of the following 10 states, you must check with your legal counsel to determine what types of fees you can use on credit and debit card charges: 1.  California 2.  Colorado 3.  Connec$cut 4.  Florida 5.  Kansas 6.  Maine 7.  MassachuseUs 8.  New York 9.  Oklahoma 10. Texas

States that Prohibit Fees

Understanding Regulation

The 10 states that do not strictly allow the implementa$on of surcharges come as a result of a class ac$on lawsuit seUlement. However, in 2013 there were 44 bills across 23 states that focused specifically on credit and debit card surcharges. Due to the changing environment of surcharges, it’s important to remain vigilant for any changes in your state. Fee regula$on varies by state, but the interpreta$ons of these statutes vary from lawyer to lawyer. As a result there is no defini$ve guide to what fees you can use. It should be noted that consumers who are subjected to checkout fees in states where they are protected by law can report the retailer to their state aUorney general's office. Therefore it is important to have your legal counsel advise you on the legality of implemen$ng any fees if you are in one of these 10 states.

Other Options

Regardless of the determina$on about the applicability of surcharge and convenience fees for your school, one op$on is to implement a discount for cash. In the next chapter you will learn how to create a discount for cash program so that you can accept credit cards and neutralize processing costs even in states that prohibit surcharge fees.


Section wrap-up •  Currently only 10 states prohibit

the addition of fees •  Regulations change often •  Discount for Cash prevents you from

absorbing Fee costs

Chapter 6

Wrap up

CHAPTER SEVEN

Getting Started with Discount for

Cash

Discount for Cash

Merchants use convenience fees and surcharges to make the collec$on of tui$on payment and other purchases via credit card cost-‐neutral. By charging some or all of the cost of processing a credit card transac$on back to the customer via these fees, the merchant recovers that cost. But what if you do not want to or are not able or allowed to charge these fees? Can a school offer credit card payments and s$ll recover some or all of its processing costs without charging these fees? Yes. A school can offer tui$on payments by credit card in a cost-‐neutral way through a discount for cash program. With this op$on, the school offers its parents two tui$on prices: one for paying with credit or debit cards and one for paying with a check or an electronic funds transfer.

Breaking Even

On the surface, this op$on may appear to lose money for the school, but discount for cash is transformed into a cost-‐neutral op$on by simply increasing the published costs of tui$on and related fees and then discoun$ng back for parents who pay cash. In this way, the increased tui$on offsets the merchant service fees incurred by parents paying with credit and debit cards. To avoid a sudden and drama$c increase, some schools have opted to increase tui$on by a small amount annually un$l the price of the cash op$on essen$ally makes up for the merchant service fees.

DFC in Fee Prohibited States

Your school is in one of the 10 states that do not allow fees The biggest reason you should consider discount for cash is if your school is located in one of the ten states where surcharge fees are prohibited, namely California, Colorado, Connec$cut, Florida, Kansas, Maine, MassachuseUs, New York, Oklahoma and Texas. Since you cannot use surcharge fees in these states and convenience fees may be problema$c as well, the discount for cash op$on is the best way you can offset the merchant service fees you pay for credit card charges.

Cost-Neutral Opportunities

You do not want to deal with fee compliance Discount for cash is specifically allowed by all the major credit cards and does not require the merchant to comply with any federal or state regula$ons or credit card rules. That means there are no limita$ons on the type of card, the brand, the type of purchase or any disclosures or special no$ces required. So you may want to consider offering discount for cash if you do not want to be bothered with all of the requirements that come along with using surcharge or convenience fees. Your parent community prefers it Diamond Mind recently asked a group of school business officers whether they thought their parent clients would prefer to pay a convenience fee or receive a discount for cash. While the business officers were split on what they thought the parents would prefer, two out of three parents asked said they preferred the discount for cash. With the discount, parents have a simpler transac$on and feel good about saving money.


Section wrap-up •  Discount for Cash works in the 10

states that prohibit fees •  Great option to save money, yet offer

addition payment methods •  Reduces the need for other fee types

Chapter 7

Wrap up

CHAPTER EIGHT

Recurring Billing for

Tuition Payments

Understanding Recurring Bills

It is important that your business office keeps up with the trends in the industry, and recurring billing op$ons are becoming more common. One method that school business officers are reducing their workload is through the implementa$on of recurring tui$on bills, which allow parents to automa$cally pay. Reducing the payment cycle workload is another way school business officers can condense the overall costs incurred in accep$ng tui$on payments. The reality is that parents expect to see payment op$ons at their child’s independent school that mirror op$ons available elsewhere. For both of these reasons, implemen$ng a recurring billing program is a good idea for most schools. It saves the business office hassles by reducing paperwork and automa$ng a tedious process.

Easy Options = Happy Parents

Recurring billing is an arrangement where a consumer preauthorizes a merchant to bill the consumer's credit card account at predetermined or variable intervals (monthly, semi-‐annual or annually). The amount can be the same each $me or can vary depending on usage such as u$li$es. Parents like this op$on because they don’t have to track due dates or risk late fees, and business officers like it because they don’t have to track down lagging payments and will know for certain when payments will be made. There are no unique rules that regulate recurring billing, so your only considera$on is pupng the technology in place that is best for your school.

Choosing the Right Program

You will want a program that is: Flexible: Can modify the payment plan to be whatever your school wants it to be. Responsive: Can easily be suspended or reac$vated. Up-‐do-‐date: Can incorporate the latest rules and your decision on surcharge fees, convenience fees or discounts for cash. Reliable: If you are going to outsource this task, entrust it to a company or consultant with a proven track record in payment acceptance and the independent school environment. One such sugges$on that meets each of these requirements and more is Diamond Mind’s Tui$on Portal offering, which has robust recurring billing op$ons.


Section wrap-up •  Recurring Billing pre-authorizes a

card •  Easily set and forget billing for

parents •  Reduce workload and time spent

collecting tuition

Chapter 8

Wrap up

CHAPTER NINE

Should you Hire a Tuition

Management Company?

Tuition Management Companies

By now you should have a good sense of the issues to consider prior to implemen$ng an efficient and cost-‐effec$ve tui$on payment system at your school. Fortunately there are also third-‐party solu$ons that allow your school to implement cost-‐neutral op$ons, manage and understand the latest regula$ons, and almost en$rely take over the heavy lifing. Tui$on Management Companies (TMC) are common alterna$ves to in house solu$ons. In some instances, a TMC may be a good fit for your school. In other instances, you can avoid the extensive costs, and simply work with your card processor and office staff to implement the sugges$ons in this guide.

Inside TCMs

TMCs, such as FACTS, SMART and TADS take over all or part of a school’s tui$on collec$on, thereby relieving the school from some of the administra$ve burden. Generally, a school signs on with the TMC to handle either all payments coming into the school, or just the most administra$vely burdensome payments such as 60/40 or the 10-‐month payment plans. In this process the TMC sends the bill to the parent, and the parent pays the TMC directly. Then the TMC cuts a check to the school that aggregates all the payments made, minus a $40-‐50 fee per family. In general, the smaller the size of your school, the more sense it makes to work with a TMC. In addi$on, because personal checks and payments made over the phone require more hands-‐on processing, if a significant percent of your parent payments are made in either of these ways, a TMC might be a good choice. On the other hand, if your parent popula$on largely pays online, a card processing company like Diamond Mind that can offer recurring billing, discounts for cash and all the other electronic payment op$ons can meet your needs. Also, if your tui$on payments are mostly of the easy-‐to-‐accept kind (100% or 60/40) a TMC may not bring enough value to be worth the associated costs.

Choosing a TCM

When choosing a TMC, there are various things to look for to ensure your school gets the most bang for your buck. One of the most important aspects is to ensure that it is user-‐friendly. When choosing a system, parents will be frequently interac$ng with it, and they will want something easy to navigate, and understand. Unfortunately you may not find Yelp style reviews for these sort of companies, so ask for tes$monials and customer case studies to get a beUer understanding of what their clients think about the solu$on. In addi$on to an easy-‐to-‐use system, the TCM needs to be on top of the latest regula$ons and changes to your state. As you have likely no$ced while reading through this guide, the ePayment landscape con$nues to change, so it’s important that any service provider follows the latest legisla$ons. Further, in some cases the rule changes can benefit your school, so it’s ideal to work with a thought leader who can take advantage of any new opportuni$es.

Questions to ask of TCMs

Overall, ensure that any TMC is also reliable, efficient, and flexible. Your TMC will be communica$ng directly with parents on your behalf, so you need to ensure that their tone and customer service ethic is consistent with the image you seek to convey. They also need to be efficient, as you are looking to improve cash flow and reduce the $me you need to spend on collec$ons. How much effort does the TMC make when a payment is late before it hands the case back to your office? What are their average processing $mes? Finally, can the TMC work with families going through financial hardship? Can they accept different types of payment and different payment plans? Ensure that a TMC is as flexible with parents as your school would be.


Section wrap-up •  TCMs are ideal for small schools

with low internal resources •  Online or ePayments will reduce

your need for a TCM •  Make sure the TCM you hire shares

the same values, offers free support

Chapter 9

Wrap up

Diamond Mind ePayment Solutions

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Many of your peer schools across the na$on have turned to Diamond Mind to: •  Speed up and simplify invoicing and collec$ons •  Improve school revenue and cash flow •  Increase annual giving through automa$c recurring

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Speak to a Subject Matter Expert

Diamond Mind would like to show you how any school can start saving money today. Our simple, straight-‐forward proposal process will result in a detailed, prac$cal business case you can use to evaluate your op$ons. Our commitment to a no-‐sell approach means there’s never any pressure from us.

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Beginnner's Guide to Tuition Processing

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