6.6.8 Does the Vendor provide automated sponsor contract payments for students?

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1 RFP Merchant Card Processing Services Q & A Q & A#1-11/16/ Does the Vendor provide automated sponsor contract payments for students? Many of the CWI students have sponsors who pay their tuition. Usually, this is an employer. CWI would like the ability for those sponsors to make credit card payments online for the amounts owed by the student. Colleague houses the AR-billing information for the sponsor just like the students (except they do not receive info and log in info for Student Finance). Possibly these payments could be made through store front capability. Q& A #2-11/17/ What is the timeline of expansion to retail locations for food, merchandise, special events, etc. There is no present plan for expansion for merchant locations. However the College has preliminary designs for two new buildings (including a Student Center) at its present location in Nampa and a new campus designed for downtown Boise. Current operations are focused on the online and onsite student payment services. 1.2 Please describe the way payments (both credit/debit and checks) are currently accepted at the CWI One-Stops from the time the student walks in the door. How do students interact with the cashier? What information does the student need to provide? Does the cashier open the gateway at all, or do they simply work from the Ellucian Colleague ERP? What terminals/swipers/hardware are currently used for the payment intake? What improvements would CWI like to make to this process? Students can visit any Onestop physical location and make student payments via credit card. CWI does not process e-checks at our locations but only online if students want to pay that way. Current process: student hands to the Onestop cashier the physical credit card. Cashier enters into CREN screen payment method of VISA, Mastercard, or Discover. Enters amount to pay and whether or not there is a card reader (Y or N, if no colleague redirects to CC processors site). Cashier enters credit card number, Expiration date, and 3 digit code. The online payment processor processes payment and delivers back to colleague (ERP system) a confirmation number, control number (last 4 of the CC number), and p rovisional transaction number. This posts into the receipt in Colleague. We are currently not using terminal, swipers, or hardware to process credit card payments. CWI would like to upgrade to PCI compliant terminals and swipers. Please describe the way payments (both credit/debit and ACH) are currently accepted online from the point when the student arrives at the CWI homepage. Is the payment made through Ellucian Colleague connected to ACI? If not, what software is used? What improvements would CWI like to make to this process? Students click on the pay now button in Student Finance (Colleague). They are redirected to

2 the ACI payment page to enter payment amount. Once payment is made ACI delivers back to Colleague confirmation number, control number, and provisional transaction number. Merchant fees are debited to our settlement account daily - Are the fees actually taken out of the account daily or are daily deposits deposited net of those fees? Currently ACI bills the college monthly for the credit card processing fees. How many merchant accounts does CWI currently have for the One-stop locations and the online payments? The college currently has 3 merchant accounts Web payments and Onestop payments. We also have a merchant ID for online miscellaneous payments. Is CWI planning to stay with Ellucian Colleague, or is CWI open to looking at new systems? CWI is planning to stay with Ellucian Colleague What specifically would CWI like to be able to monitor through the client web application? We would like to monitor daily payments, chargebacks, and credit card fees Please describe the reconciliation process. What improvements would CWI like to make to this process? Is there any part of the process that is manual that CWI would like to automate? Presently, the College needs to reconcile the ACI credit card payments to the Departmental charges. CWI receives the billing from our current payment processor. We run internal reports and monthly reports from ACI transactions so that the college can allocate credit card processing payments to the appropriate departments When do the One-stop locations close for the day and stop accepting payments? Hours of operation are M-TH 9-7, Friday And first Saturday of each month from 9-12PM Please describe in further detail this requirement for an on-line payment option for 3rd party AR types in addition to student accounts Many of the CWI students have sponsors who pay their tuition. Usually, this is an employer. CWI would like the ability for those sponsors to make credit card payments online for the amounts owed by the student. Colleague houses the AR-billing information for the sponsor just like the students (except they do not receive info and log in info for Student Finance). Student payments are processed thru our student finance and require sign in capability. Possibly these payments could be made through store front capability Are there are gateway features that CWI currently does not have but wish they did? We are interested in secure gateway features. Not sure what is available.

3 4.2.2 Confirm that the Ellucian Colleague ERP system should be excluded from the software pricing. Ellucian Colleague ERP system is excluded from the software pricing Confirm reviewed financials will satisfy this requirement. Yes Only the selected vendor for contract will be required to provide a SOC 2 Report Does CWI generally have a preference on renting, leasing or purchasing equipment? The college is required to review all options in each contract to determine the best value for the college Are there any improvements you would like to make to your current payments acceptance hardware solutions? The college is interested in pin and chip capabilities for secure transactions at our locations Please describe your current PCI compliance certification process. What improvements would you like to make to your current compliance process? Documented process to verify continued assessment, remediation, and reporting of data security Standard rules-based logic to facilitate dispute resolution processing What does CWI currently have in place, and what would CWI like to have in place? Current dispute process is a chargeback notification from our current provider. The College sends information via response to the chargeback to ACI then waits for a resolution. If the chargeback stands ACI sends the College an invoice. Present volume of chargebacks is very low for the College so this process works, however, ideas for the future if the number of chargebacks increase would be helpful What mobile access capabilities would CWI like to have? We would like to take payments off site for college events, student club events and specific departmental events like our yearly plant sale for Horticulture Program What campus-wide command and control capabilities would CWI like to have?

4 The Business Office will be the department that will be overseeing Merchant Card Process services for the College. However, there will be a number of other locations where payments will be made and hopefully as the College grows this will increase. Oversight of all the campus locations, hours of business, volume, system parameters, real time/on-time transactions, transaction limits.. need to be part of the process What are the other related third party systems? Colleague and Processor / / Please describe these processes in more detail so that we can answer appropriately CWI would prefer to set up a store front where there would be capability for our online processor to connect and auto post into our Colleague system Same answer as auto posting of payments from a store front and capability to post to numerous general ledger accounts in Colleague Please refer to related to all other payments that have been billed in our current ERP system except for the student payments Please describe the requirements for imaging capabilities and access mode in more detail This relates to how reporting from our merchant services provider is delivered (excel, XML, PDF, etc). The College would be interested in scanner capabilities Can you tell us more about these specific financial accounting time schedules and how the reports would need to be tailored? The College requires reports and billings that are accessible on a month to month starting the 1 st day of the month and ending on the last day of the month Please describe this process in more detail. Will your company be able to provide an implementation document that maps the merchant card process that you, the vendor, implement for the College? The College would prefer to have a provider that can provide a written pathway of processes and approvals

5 What specific analyses would CWI like to see and on what schedule? The College would like to see detailed charge for each of the credit card methods of payment and be able to report on each type of payment. Appendix A: Processing Fees What pricing structure would CWI like to have and why? CWI is open to pricing structure whether it is flat rate, bundled or tiered. VISA and Mastercard have many different interchange categories for different cards accepted. Would CWI like us to provide the V/MC interchange categories or just processor fees over interchange? Not sure we need to see the interchange rate between banks important for the college to see what we are charged for each payment method. Q & A #3 11/17/2017 Is the College aware of the differences between Convenience Fee and Service Fee? The College has done some research about convenience fees and service fees. At this time we are not charging either. We have included this information in the RFP as we want this option open for future needs. How much of the 9.0MM volume is not tuition, related fees and school-maintained room and board? All credit card receipts are related to tuition and workforce development fees for non-credit classes. Are you seeking to replace ACI payment gateway? Yes Are student payment transactions manually entered into the ERP system? Yes Only at our One Stop locations where payments are taken in person Please clarify what the University means by emerging options? The College is interested in all major payment options and any new options that may become available in the market Please clarify what is meant by campus wide financial management command and control center? The Business Office will be the department that will be overseeing Merchant Card Process services for the College. However, there will be a number of other locations where payments will be made and hopefully as the College grows this will increase. Oversight of all the campus locations, hours of business, volume, system parameters, real time/on-time transactions, transaction limits.. need to be part of the process.

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