USERS MANUAL FOR ACCESSING, COMPLETING AND SUBMITTING THE DEPARTMENT OF STATE S EXCHANGE VISITOR PROGRAM (EVP) FEE PAYMENT FORM (Private Form) VIA PAY.GOV April 14, 2008
TABLE OF CONTENTS Page 1. Introduction 1 2. Instructions For Accessing The Payment Form Via Pay.Gov 2 Login information 2 Exhibit A 2 Exhibit B 3 Exhibit C 4 3. J-1 Exchange Visitor Program Fee Payment Form 5 Instructions on Completing the Form 5 Exhibit D 5 Exhibit E 6 Payment Method: ACH Direct Debit/Credit Card 7 ACH Direct Debit (Exhibit F) 7 Establish an ACH Direct Debit Account (Exhibit G) 8 Completion of an ACH Payment from Business Savings (Exhibit H) 9 Completion of an ACH Payment from Business Checking (Exhibit I) 10 ACH Edit Payment Information (Exhibit J) 11 ACH Email Confirmation for receipt and authorize payment (Exhibit K) 12 ACH Submission of Payment (Exhibit L) 13 ACH Confirmation of Payment (Exhibit M) 14 ACH Email Confirmation of Payment (Exhibit N) 15 Payment Method: Credit Card 16 Credit Card (Exhibit O) 16 Entering Credit Card Payment Information (Exhibit P) 17 Credit Card Edit Payment Information (Exhibit Q) 18 Credit Card Email Confirmation Receipt and Authorization of Payment (Exhibit R) 19 Credit Card Confirmation of Payment (Exhibit S) 20 Credit Card Email Confirmation Message Payment (Exhibit T) 21 Additional Entries Function and Payment Function (Exhibit U) 22 Screen Print of the Continuation Form (Exhibit V) 23 Screen Print of the Continuation Form with Entries (Exhibit W) 24 Screen Print of the Continuation Form to Return to Main Page (Exhibit X) 25 Instructions for the Submission of Payment for Additional Entries (Exhibit Y) 26 Save Form Function (Exhibit Z) 27 Retrieve a Saved Form (Exhibit AA) 28 Submitted Form Function (Exhibit BB) 29
1. Introduction This manual provides instructions on how to access the Pay.gov System and to use the "Exchange Visitor Program (EVP) Fee Payment" form to electronically transfer funds via Automatic Clearing House (ACH) or Credit Card (VISA, MasterCard, American Express, Diners Club and Discover) for the payment of fees relating to program requests. The U.S. Department of State entered into an Agreement with the U.S. Department of Treasury's Financial Management Service to participate in an electronic payment system known as "Pay.gov." This payment mechanism streamlines our review of those program requests (redesignation, program extension, change of category, reinstatement, reinstatement update SEVIS status, ECFMGsponsorship authorization, and permission to issue) that require the payment of a fee. All Exchange Visitor Program Sponsors must register with "Pay.gov." Pay.gov is a secure, Government-wide financial management transaction portal managed by FMS, and developed in cooperation with Cleveland Federal Reserve Bank, and Bank of America. The Department accepts electronic payments from savings and checking accounts via ACH at Cleveland Federal Reserve Bank and credit card collections with settlement provided by Bank of America. The ACH is a funds transfer network that provides for interbank clearing of electronic entries by participating financial institutions. The Department does not accept paper checks or money orders in payment of fees. If users experience any difficulty using this System, contact Ida Abell at AbellIE@state.gov. Suggestions for improvement of the System are welcome.
Exhibit A Instructions for Accessing The Department of State (E.V.P.) Fee Payment Page via Pay.gov 1 1. Using Internet Explorer, go to https://www.pay.gov 2. Enter your username (provided by Pay.gov staff) and password (password is case sensitive) in the specified fields and click on Login. 3. When you log in to Pay.gov for the first time, you will be prompted to read and acknowledge the Pay.gov System Rules of Behavior as well as accept the Rules of Behavior before being granted access to the System. This is an annual requirement for all users. After accepting the Pay.gov System Rules of Behavior you will be prompted to change your password, as well as to enter a secret question and answer. Your secret question and answer are very important, as they can be used to reset your password if you forget it. If you forget both your password and your secret answer, contact Pay.gov Customer Service at 1-800-624-1373 for assistance. Note: Pay.gov has a lockout feature that is invoked after three invalid attempts. Therefore, before reaching the third try, it is strongly recommended that you change your password using your secret question and answer. Important: It is recommended that users log in to Pay.gov every 90 days. This will prevent a user s pay.gov account from locking and eliminating the need to contact Pay.gov Customer Service for assistance.
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Exhibit B Forms, Form List Under Forms, Forms Lists Select Private Forms 3
Exhibit C Private Forms List Select Department of State E.V.P. Fee Payment 4
Exhibit D J-1 Exchange Visitor Program Fee Payment Form This Private Form is to be completed for the purpose of paying fees when requesting Extensions Beyond Maximum Duration, Change of Category, Reinstatement, Reinstatement Update SEVIS Status, ECFMG Sponsorship Authorization, Permission to Issue, Program Extension- ECFMG Board Cert Exams and Redesignation Fee. 1. Program Sponsor Name: Type in the program Sponsor s Name as it appears in SEVIS. 2. Program Number: Type in the program number (P-x- x x x x x) 3. Exchange Visitor Program Category: Type in the category (e.g., Au Pair) 4. Date of the SEVIS Submission: Type in the date the request was submitted in SEVIS (e.g., 04/21/2008). 5. Request Type: Click in the drop down box and select the type of request being submitted. Note: The request type Redesignation does not require the completion of the table entries and the User is blocked from performing this function. 6. The remaining type of request (Program Extension, Change of Category, Reinstatement, Reinstatement-Update SEVIS Status, ECFMG Sponsorship Authorization, Permission to Issue and Program Extension-ECFMG Board Cert Exams ) requires the completion of the table entries as described below: Move cursor under Entry and click in box. This highlights the row. Move cursor or tab between the fields to enter the required information in the fields highlighted. 5
Note: Each type of request (Program Extension, Change of Category, Reinstatement, Reinstatement- Update SEVIS Status, ECFMG Sponsorship Authorization, Permission to Issue and Program Extension-ECFMG Board Cert Exams) requires the completion of a separate J-1 Exchange Visitor Program Payment Fee form. Exhibit E Fee Payment Populated 1. The FEE column is a pre-populated field. 6
Exhibit F - Payment Method: Automated Clearing House (ACH) Direct Debit The Pay.gov Collection Service will collect and process fee payments via the Internet providing two payment methods: ACH Direct Debit or Credit Card ACH Direct Debit collection debits commercial bank accounts. Credit Card Collections are accepted by Pay.gov on behalf of the Department. The plastic card collections are processed with Bank of America as the settlement agent. When submitting an ACH payment, select ACH, click in the box that indicates the user agrees that the fee is not refundable and click on Submit Payment. 7
Exhibit G ACH Direct Debit Collection Method The collection screen for an ACH Direct Debit payment Step 1: Enter Payment Information as shown below. Select Enter New Account Information from the drop down box and set up an account or accounts from either Personal Savings, Personal Checking,, Business Savings, or Business Checking. After the account(s) are entered in the Pay.gov system, the online payment will defer to the account or accounts established. New accounts (savings and checking) can be established for payment when using ACH. 8
Exhibit H Sample of ACH Payment - Business Saving When the payment information has been completed, select Continue with ACH Payment. 9
Exhibit I Sample of ACH Payment - Business Checking A direct debit authorization must be received before 8:55 PM Eastern Time if payment is to occur as early as the next day. If the U.S. Treasury Department s designated depositary is closed on a scheduled payment date (including weekends and some holidays), the payment will occur the next day the depositary is open. A direct debit authorization must be initiated no more than 30 days in advance. Note: Applicable to monthly and quarterly recurring payments only: Future payments will be made on the same date of the month (e.g., the 25 th ) as the first payment date specified here. 10
Exhibit J ACH Direct Debit Step 2: Authorize Payment If payment information needs to be edited before payment is authorized select Edit this information and follow the prompts provided. 11
Exhibit K ACH Direct Debit Step 2: Authorize Payment Insert Email address to obtain a confirmation receipt of payment. Separate emails to other addresses of the confirmation receipt can be typed in the CC box. Click in the box I agree to the authorization and disclosure language. 12
Exhibit L ACH Direct Debit Step 2: Authorize Payment (bottom of screen display) If all information is correct move cursor to Submit Payment and select. 13
Exhibit M ACH Direct Debit Step 3: Confirm Payment This screen provides Pay.gov users the ability to print a copy of the Confirmation Payment. 14
Exhibit N ACH Direct Debit Email Confirmation Message Sample of Email Confirmation Message 15
Exhibit 0 Payment Method: Credit Card Pay.gov accepts the following credit cards for payment: VISA, MasterCard, American Express, Diners Club and Discover. Select Credit Card, click in the box that the user agrees that the fee is not refundable and click on Submit Payment. 16
Exhibit P Credit Card Step 1 Entering Payment Information When the payment information has been completed, select Continue with Plastic Card Payment. 17
Exhibit Q Credit Card Step 2: Authorize Payment If edits are necessary before payment is authorized select Edit this information and follow the prompts provided. 18
Exhibit R Credit Card Submission of Payment Insert Email address to obtain a confirmation receipt of payment. Separate emails to other addresses of the confirmation receipt can be typed in the CC box. Click in the box to agree I authorize a charge to my card account for the above amount in accordance with my card issuer agreement. If all information is correct, move cursor to Submit Payment and select. 19
Exhibit S Credit Card Step 3: Confirm Payment This screen provides Pay.gov users the ability to print a copy of the Confirmation Payment 20
Exhibit T- Credit Card Email Confirmation Message THIS IS AN AUTOMATED MESSAGE. PLEASE DO NOT REPLY. Your transaction has been successfully completed. Payment Summary Application Name: Exchange Visitor Program (EVP) Fee Payment Pay.gov Tracking ID: 3FOC39LQ Agency Tracking ID: 120003339968 Account Holder Name: Elite Au Pair Transaction Type: Sale Billing Address: 301 4th St SW Billing Address 2: Rm. 734, SA-44 City: Washington State/Province: DC Zip/Postal Code: 20547 Country: USA Card Type: Visa Card Number: ************1881 Expiration Date: Apr, 2009 Payment Amount: $1,230.00 Transaction Date: Apr 11, 2008 7:36:35 PM Sample of Email Confirmation Message 21
Exhibit U Additional Entries and Continuation Sheet If submitting more than 10 requests, FIRST select the Payment Method and check that you agree that this fee cannot be refunded. Click Add more Entries. This action will provide a continuation sheet of the form. 22
Exhibit V- Screen Print of the Continuation Form, J-1 Exchange Visitor Program Payment Fee (top of screen display) 23
Exhibit W- Screen Print of the Continuation Form, J-1 Exchange Visitor Program Payment Fee (top of screen display) with Entries Note: Users can submit up to 50 requests on a single form. A new payment form must be completed to capture additional requests. 24
Exhibit X- Screen Print of the Continuation Form, J-1 Exchange Visitor Program Payment Fee (bottom of screen display) When all entries have been completed, select Back to Main Page 25
Exhibit Y Payment Method: Credit Card When the form has been completed, click on Submit Payment. and go through the steps of entering, authorizing, and completing a payment for either payment method ACH Direct Debit or Credit Card. 26
Exhibit Z Save Function for a Pay.gov Record To save a record instead of submitting payment click Save. 27
Exhibit AA- Saved Forms Once the form is saved, pay.gov will provide the User with a Pay.gov Tracking Id to assist in identifying the form. A User can retrieve a save pay.gov form by using the menu on the left hand side of the screen under Forms- Forms List and click on Saved. 28
Exhibit BB Submitted Forms For a list of all Forms that have been submitted (accepted or rejected) click on Submitted under the Forms List Any questions regarding instructions for the submission of payment of fees, please call 202-203-5096. 29