The Department of Administration provides a broad set of services so that agencies can receive payments and remittance data electronically. These services are referred to as Electronic Lockbox Services, and include:
- Initial consultation to determine the most cost-effective and convenient combination of electronic lockbox services;
- Assistance in setting up all aspects of an electronic lockbox application including the e-payment web pages hosted by the State's e-payment gateway services provider, U.S. Bank (note: set-up of the agency's storefront web application is not provided).
- Assistance in troubleshooting technical problems experienced in testing and in production.
- Automatic recording of daily cash receipts into WiSMART.
- Full reconciliation support.
- Automatic transfer of daily remittance data files to DOA's FTP Server.
An integral part of all electronic lockbox applications is the online acceptance of electronic payments (credit/debit/atm debit card and e-check payments). The State of Wisconsin's online payment transactions are processed through an e-payment gateway service provided by U.S. Bank under the Enterprise Banking Services Contract.
More than 90 e-payment applications have now been implemented under the State's contract, and over 5 million online payments have been accepted. More than 1.2 million Wisconsin residents will utilize this e-payment gateway to pay state agencies during 2011. And, at least 70 local governments utilize the State's Enterprise Banking Services Contract for online payment applications, including the City of Madison, the City of Milwaukee, the City of Eau Claire and 53 Wisconsin counties.
The process of implementing a web application with an ePayment solution is defined in four steps - orientation, initiation, planning and implementation.
Step 1 - Orientation
You should review the technical and financial documentation to develop an understanding of the e-payment process: http://epayinfo.wisconsin.gov/section.asp?linkid=521&locid=76 (note that this website can only be accessed by state agencies)
You can also see an online demonstration of the e-payment gateway system using the eLearning tutorial at: https://elearning.epymtservice.com/ (the username is "eLearner" and the password is "PayConn22" - both are case-sensitive).
Step 2 - Initiate an Electronic Lockbox Application Request
Once you have decided that you would like to move forward to develop an Electronic Lockbox application, you should complete an application request form. The State Controller's Office will review your application request, and get back to you within 5 business days to discuss your application. A meeting may also be scheduled to discuss your application.
Step 3 - Planning
Developing a team to include a financial lead, technical lead, program/business expert and project lead will ensure success. The State Controller's Office will prepare a project timeline for establishing your application.
Step 4 - Implementation
Applications can be implemented in as little as 25 days. Depending on the agency's testing schedule, applications are typically implemented in about 60 days. Once your e-payment set-up form has been submitted to U.S. Bank, it will take approximately 7 business days to establish the application for testing. Prior to launching the application into production, the application will be frozen for a period of 3 business days, during which no changes will be made.
Monitoring and Reconciling Electronic Lockbox Applications
Each electronic lockbox application should be monitored and reconciled per the process described in this document:
Monitoring and Reconciling Electronic Payments
Please contact Jeff Anderson or Sarah Haeft in the State Controller's Office.