Before using iPayOnline, you must first register an Employer or Individual account by entering personal and/or company information and accepting the stated terms and conditions of the payment service.After completing this registration process, you may immediately login and setup accounts for scheduling child support payments.

Registering a payment service account in iPayOnline is a one-time process, unless your account expires due to inactivity for a prolonged period of time (usually one year). An expired account will require re-registering. If you cancel your iPayOnline service, you will also need to re-register.

Registering is a three-step process:

*        Select the Registration Type

*        Enter the User Information

*        Success - Login and start using iPayOnline

To Register a New User:

Tips before Starting

*      To successfully register a service account in iPayOnline, all fields marked as required * must have an entry.

*      The User Name is case sensitive, must be a minimum of 6 characters and a maximum of 12, can contain only alphanumeric characters (no special characters), and must be unique within the system.

*      The Password is case sensitive, must be a minimum of 8 characters and a maximum of 32, can contain alphabetic, numeric and special characters. The alphabetic characters may be a combination of both upper and lower case.

*      The Password cannot have repeating or sequential digits (i.e. 1234, xxxx, abcd), must have at least one numeric and one alpha character, and cannot begin with a special character.

*      If information is missing, you will receive an error screen identifying the fields that must be completed. Once you have entered the missing information, you must re-enter your password and click "Register".

1.        Select Register New User from the iPayOnline login screen and choose the registration type of Individual or Employer.

2.        Click Continue to proceed with registration or Cancel to abort the process.

3.        Enter the user information specific to the selected registration type, making sure all required fields have an entry.

a.      For an Individual user, enter Personal and Login information.

b.      For an Employer user, enter Contact, Company, and Login information.

4.        Review the Terms and Conditions. Click Save to accept the terms and conditions and become a registered user of iPayOnline. If you do not accept the terms and conditions, click Cancel to terminate the registration process.

You will receive an email confirming the successful creation of your account.

5.        Login using the login and password created in the registration process.

Users having successfully completed the registration process may immediately login and start using iPayOnline.

You must enter the user name and password exactly as created as they are case sensitive. An authentication failure message will display if a non-match is encountered.

You have a limited number of attempts to successfully login as setup by the System Administrator. Once the maximum number of failed login attempts has been reached, you will receive a message and your account will be disabled for a specific period of time as determined by the System Administrator, usually 24 hours.

Once successfully logged in, you have an active session for using iPayOnline. If you do not conduct any activity in iPayOnline for a specific amount of time, as set by the System Administrator, a session timeout will occur. A session timeout will automatically log you out of iPayOnline and return you to the Login page. You may lose changes made if you had not yet saved them.

To Login to iPayOnline:

1.        Click the Login button on the upper right-hand corner of the start page.

2.        Type the User Name and Password.

3.        Click Ok.

An individual or employer user profile containing all the information entered during the registration process is created as a result of a successful registration. This profile may be viewed and/or edited as needed.

The following profile represents an employer user. An individual user profile will have Personal and Login sections.

The User Name in the Login Information section that was established at the time of registration cannot be changed. Other than that field, you may change your user profile information at any time.

To Edit Your Profile:

1.        Select User Profile from the iPayOnline main menu.

2.        Click Edit. The screen will appear like the one in which the data was originally entered.

Refer to Register - First Time User for tips and actual fields available for individual and employer profiles.

3.        Click in the area you would like to update and overwrite any existing information with the desired changes.

4.        Choose one of the following options to complete the edit request:

*        To save the changes to the user, click Save. A dialog box displays the updated user information. Click Save to confirm the changes to the user or Cancel to cancel the user edition

*        To cancel the changes and close the Edit window, navigate away from the edit page without saving.

Note: Moving off the Edit window without saving will result in the loss of any changes. For example, choosing another iPayOnline menu option will close the User Profile section without saving your edits.

Your password may be changed in the Login Information section of the User Profile page.

To Change Your Password:

1.        Select User Profile from the iPayOnline main menu.

2.        Click Edit. The screen will appear like the one in which the data was originally entered.

3.        Select the Old Password field and type your old password.

Tips for Password

*      The password is case sensitive, must be a minimum of 8 characters and a maximum of 32 characters, can contain alphabetic, numeric and special characters. The alphabetic characters may be a combination of both upper and lower case.

*      The password cannot have repeating or sequential digits (i.e. 1234, xxxx, abcd), must have at least one numeric and one alpha character and cannot begin with a special character.

4.        Click or tab to the New Password field and type the new password.

5.        Click or tab to the Confirm Password field and retype the new password.

6.        To save the new password, click Save. Choose one of the following options to complete the change password request:

*        To save the new password, click Save. A dialog box displays the updated user information. Click Save to confirm the password change or Cancel to cancel the password edition. The new password will be in effect the next time you login to iPayOnline.

*        To ignore/cancel the password change and leave as is, exit without saving.

Note:The typed password entries will be validated when Save is selected to save the password changes. Any discrepancies found, such as an incorrectly typed old password, will result in the display of a message indicating the discrepancy, which must be corrected before changes can be saved.

A primary user (user name created as a result of the registration process) may cancel use of the iPayOnline service at any time by closing their account. Closing an account will delete all information pertaining to currently scheduled payments. Any secondary user associated with this account would also be removed. Once an account is closed, you will have to go through the registration process again to re-establish a user name and to agree to the stated terms and conditions. All account and payment information would have to be re-entered.

To Close Your Account:

1.        Select User Profile from the iPayOnline main menu.

2.        Click Close Account.

3.      Click OK in response to the following confirmation prompt.

If you decide not to close the account, click Cancel.

The initial User Name created during the registration process is considered the primary user. A primary user may create secondary user names and passwords giving access of their iPayOnline payment service to others. An individual user may establish a single secondary user name and an employer user may establish up to five secondary user names. When the maximum number of secondary user names is reached, the New Button will be disabled.

Authorized (secondary) users have access to all iPayOnline functionality except for the Maintain Authorized Users option, which does not exist for secondary users. The functionality under User Profile is limited for a secondary employer user to changing their Personal and Login information.

The process of adding an authorized user is similar to creating the primary user login during the registration process as you must enter data into the required fields in the Personal and Login sections.

To Add an Authorized User:

Tips before Starting

*      To successfully add an authorized user to your iPayOnline account, all fields marked as required * must have an entry.

*      The User Name is case sensitive, must be a minimum of 6 characters and a maximum of 12 characters, can contain only alphanumeric characters (no special characters), and must be unique within the system.

*      The Password is case sensitive, must be a minimum of 8 characters and a maximum of 32 characters, can contain alphabetic, numeric and special characters. The alphabetic characters may be a combination of both upper and lower case.

*      The Password cannot have repeating or sequential digits (i.e. 1234, xxxx, abcd), must have at least one numeric and one alpha character and cannot begin with a special character.

*      If information is missing, you will receive an error screen identifying the fields that must be completed. Once you have entered the missing information, you may be required to re-enter the Password.

1.        Select Maintenance Management from the iPayOnline main menu.

2.        Select Maintain Authorized Users from the Maintenance Management menu.

3.        Enter the Personal and Login information, making sure all required * fields have an entry.

4.        Click Save to add the authorized user or Cancel to terminate the add request. Reset will clear any data entered from all fields, allowing you to start the entry process over.

Once an authorized user account is added, the primary user may view and edit the user information through the Maintain Authorized Users option. The secondary user will view and edit their information using the User Profile option.

To View or Change an Authorized User:

1.        The user information will display for viewing.

2.        Click the underlined user name to make changes to the displayed user information. The screen will appear like the one in which the data was originally entered.

If no changes are needed, the display will disappear when another iPayOnline option is selected.

3.        Click in the area you would like to update and overwrite any existing information with the desired changes.

4.        Choose one of the following options to complete the edit request:

*        To save all changes, click Save.

*        To ignore the changes and redisplay the original information, click Reset.

*        To cancel the changes and close the Edit window, click Cancel.

A secondary user's access to your account may be removed at any time by deleting the user from the list of authorized users. Only the primary user of the iPayOnline account may delete the secondary users.

To Delete an Authorized User:

1.        Click the Delete icon in the row containing the User Name you would like to remove from your account.

2.        Click OK in response to the following confirmation prompt.

If you decide not to delete the secondary user, click Cancel.

In order to schedule and make payments in iPayOnline, you must set up one or more bank accounts from which to retrieve the payment amounts.

One bank account must be designated as the Default Account, which is the account that will be used for making payments, unless another is specified. When adding the first bank account, it will automatically be added as the default account.

When adding a subsequent account, you may designate it as the default, which will automatically remove the designation from the other account.

For each bank account that is added, you must give iPayOnline authorization to use that account for payment. Once authorization is given, it cannot be revoked for that account. You will have to delete the account to revoke authorization.

To Add a Bank Account:

Tips before Starting

*      The Account Name is a nickname that you enter and can include letters, numbers, and special characters. Choose a unique nickname for each Account Name in order to easily identify it when multiple accounts exist. Nicknames can be changed at any time.

*      Have a copy of the check from the bank account being added to obtain the routing and account numbers. The Routing/Transit Number will be authenticated to ensure that it is a valid routing number before the account is successfully added.

*      When adding more than one bank account, make sure to specify the one you want as the default.

*      All fields marked as required * must have an entry.

1.        Go to the Maintenance Management tab from the iPayOnline main menu.

2.        Select Bank Accounts from the Maintenance Management menu.

3.        Click on the "New" Button.

4.        Enter all bank account information.

5.        Review the Terms and Conditions of the Online Payment Authorization. Click the I agree box to accept the stated terms and conditions.

Agreement is required for the bank account to be used for payment retrieval. An attempt to submit without checking this box to confirm agreement will result in a message indicating that agreement is needed before proceeding.

If you do not accept the terms and conditions, exit without adding the bank account.

6.        Click Save to add the new bank account or exit to terminate the add request

If you receive no errors the bank account was successfully added and it will display in the list of accounts.

7.        Repeat the process to add additional accounts. Each bank account will display in the list with only the last four digits of the Account Number visible.

Once a bank account is added, its information may be viewed, edited, or deleted by selecting it from your list of Bank Accounts. In order to view the entire Account Number, you must click on the Account Name.

To View or Change a Bank Account:

1.        Go to the Maintenance Management tab from the iPayOnline main menu.

2.        Select Bank Accounts from the Maintenance Management menu.

3.        Click on the account name of the desired bank account. The account information will display for viewing.

If no changes are needed, the display will disappear when another iPayOnline option is selected.

4.        Make changes to the displayed account information, overwriting any existing information with the desired changes, making sure that all required * fields still have a valid entry.

5.        Choose one of the following options to complete the edit request:

*        To save all changes and close the Edit window, click Save.

*        To cancel the changes and close the Edit window, exit the window without saving.

A bank account may be removed at any time by deleting the account from the list of available bank accounts. All pending payments against this account, which are scheduled payments not yet submitted to the bank, will also be deleted. Any payments already submitted to the bank will not be affected.

To Delete a Bank Account:

Tips before Starting

*      Review Pending Payments before actually deleting the account as a visual verification.

1.        Click on the Delete icon next to the bank account you wished removed from your iPayOnline account.

2.        Click OK in response to the following confirmation prompt.

If you decide not to delete the account, click Cancel.

Before you can schedule a case payment, you must first retrieve existing case information, add it to your iPayOnline account, and make any desired adjustments. Employer users add and manage child support cases through employee records. Individual users add and maintain the child support case of the non-custodial parent, also known as the obligor.

Since employer users maintain a greater number of cases, they have more functionality than an individual user for retrieving existing child support cases.

An individual user:

*        May retrieve and add an obligor from the central child support database by entering the non-custodial parent's social security number along with a case or participant number.

An employer user:

1.        May retrieve an employee from the central child support database by entering the employee's social security number along with the case or participant number.

2.        May import employee records from prior payment history associated with the employer FEIN if it exists.

3.        May upload employee records from a predefined text (.txt), Excel (.xls), or XML (.xml) file formats.

Once a child support case is added, its information may be changed or the entire case deleted from your iPayOnline account at any time.

The following fields may be changed:

*        Child Support Payment amount

*        Medical Support Provided indicator

*        Termination Date - Employer user only

The process for editing and deleting case information is the same for individual and employer users with the exception of specifying the division for employer users.

To Change Child Support Case Information:

1.        Select Maintain Child Support Cases from the iPayOnline main menu to display a list of all cases.

2.        Click on the employee name of the row that corresponds to the employee that you want to edit.

3.        Click in the desired field and overwrite any existing information with the changes.

4.        You may make changes to the following fields:

*        Division - for employer users only - select a different division for the employee case from the division drop-down list.

*        Termination Date - for employer users only - enter the date employment ended or will end in MM/DD/CCYY format. The date must be within 30 days of the current date. The employee's case records and Pending scheduled payments will be removed from all divisions on this date.

*        Amount - enter the amount due for the child support payment. Changing the amount will automatically adjust any Pending scheduled payments to this amount.

*        Medical Support Provided - check this box if there is a court order for the non-custodial parent to provide medical coverage for the child(ren) and he/she is providing it.

5.        Click , a message will display asking you to confirm the action.

Note: Selecting a different iPayOnline option without saving will abort the edits and return the case fields to their previous values.

6.        Click to confirm the changes or to abort the process.

To Delete a Child Support Case:

The process for deleting case information is the same for individual and employer users except for the additional step of specifying the division for employer users. The illustrations below represent examples for employer users.

1.        Select Maintain Child Support Cases from the iPayOnline main menu to display a list of all cases.

2.        Click the at the end of the case row you would like to delete.

Note: Deleting a case from the selected division will NOT delete it from other divisions it may reside in.

3.        Click in response to the following confirmation prompt.

If you decide not to delete the case, click .

Before child support payments may be scheduled, the obligor's child support cases must be retrieved and added to the iPayOnline account. The obligor is the non-custodial parent with the order to pay child support. When searching for cases, all corresponding child support cases will be retrieved for that obligor. Each case retrieved will automatically be selected for adding unless it already exists within your iPayOnline account from a previous add. You must de-select those that you do not want to add to the iPayOnline account.

To Search for and Add a Valid Case:

The steps below assume the case you are adding does not already exist. To overwrite an existing case, refer to the When Adding an Existing Case section.

1.        Select Maintain Child Support Cases from the iPayOnline main menu.

2.        Click on shown in the initial screen for maintaining child support cases.

3.        Enter the obligor's social security number and the participant number or case number that is needed. Both entries are required. If more than one case exists for the obligor, entering any one of the participant/case numbers will retrieve all others and you will be able to select.

4.        Click A list of child support cases belonging to the obligor will display for your review and selection.

5.        Un-check any listed case that you do not want to add.

Note: If the case is not checked when it is first retrieved, it already exists in your iPayOnline account. Refer to the When Adding an Existing Case section.

6.        Enter the Amount of child support that is due for each case you have selected to add. A case cannot be added with a zero amount.

Note: When payment is made and you are a participant in multiple cases, State and Federal requirements may modify the allocation of your payment among your cases from what you have specified.

7.        Click and a list displays with the added cases.

8.        Repeat the process to add additional obligor cases, starting with step 2.

When retrieving and adding a child support case that already exists within your iPayOnline account and the selected division, it will not be selected for adding when it is initially retrieved.

If you choose to select the case and add it, the case will overwrite the existing one. You must confirm the overwrite before proceeding.

To Overwrite an Existing Case:

Instead of overwriting an existing case, you can Change Child Support Case Information.

1.        Select Maintain Child Support Cases from the iPayOnline main menu.

2.        Click on shown in the initial screen for maintaining child support cases.

3.        Enter the obligor's social security number and the participant or case number of the child support case.

4.        Click . A list of child support cases belonging to the obligor will display for your review and selection.

5.        Check the existing case that you want to re-add. A message will display asking you to confirm the overwrite.

6.        Click to proceed with overwriting the existing case or to abort the process.

7.        Enter the Amount of child support that is due for each case you have selected to add. A case cannot be added with a zero amount.

8.        Click to continue with the overwrite or cancel the proccess and close the Lookup results window.

9.        You may check the Medical Support Provided box at this time, if applicable, or return to edit at a later time. If it was previously checked, it will be unchecked during the overwrite. If you check this field, you must click Save

Before child support payments may be scheduled, you must retrieve the employee records containing child support case information and add them to the iPayOnline account. Employee records may be retrieved by:

1.        Retrieving an employee from the central child support database by entering the employee's social security number along with the case or participant number.

2.        Importing employee records from prior payment history associated with the employer FEIN if it exists.

3.        Uploading employee records from a predefined text (.txt), Excel (.xls), or XML (.xml) file formats.

By default, each case retrieved will automatically be selected for adding unless it already exists within your iPayOnline account. You must de-select those that you do not want to add to your iPayOnline account.

Three fields that are unique to employer users are:

*        Division - employee records are able to be divided up into Divisions , which are maintained within iPayOnline. If you have more than one division, adding the employee records to the proper division is important since you will make changes to employee case information and schedule payments based on the selected division. An employee may exist in more than one division.

*        Termination Date - the date that employment ended or will end for the employee. When you enter a termination date, all employee case records and Pending scheduled payments are removed on that date. This information is removed from all divisions that employee resides in. This notifies the agency the employee is not longer working with the employer. Payments that have already been submitted to the bank for payment will continue to be processed. When a termination date is entered, it must be within 30 days of the current date.

*        Medical Insurance Avaliable - this checkbox is to be selected when the employer offers medical insurance to the employee as part of the employment compensation. By selecting the box, the employer is notifying the agency that if employee is ordered to provide medical coverage, that is avaliable through the employer.

The pages that display after employee case records are added will not include a Division column if only the default Main Division exists. The illustrations that follow are examples with multiple divisions defined.

To Search for and Add a Valid Case:

Tips before Starting

*      Know the division of the employee and select it before adding.

*      Know if the employee is ordered to provide medical support for the child(ren) and whether or not he/she is currently providing it.

1.        Select Maintain Child Support Cases from the iPayOnline main menu.

2.        Click on shown in the initial screen for maintaining child support cases.

3.        Enter the employee's social security number and the participant or case number of the child support case. Both entries are required. If more than one case exists for the employee, entering any one of the participant/case numbers will retrieve all others.

4.        Click . A list of child support cases belonging to the employee will display for your review and selection.

5.        Choose the Division from the drop-down list. If a new Division is desired, refer to the Add a Division section.

Note: The Division column will be blank for the employee case record unless this case already exists as an iPayOnline case in the selected division or in another division.

6.        Un-check any listed case that you do not want to add.

Note: If the case is not checked when it is first retrieved, it already exists in your iPayOnline account. The division(s) the existing case belongs to is listed in the Division column. Refer to the When Adding an Existing Employee Record section.

7.        Enter the Amount of child support that is due for each employee case record you have selected to add. A case cannot be added with a zero amount.

Note: If you are withholding payments for an employee who is a participant in multiple cases, State and Federal requirements may modify the allocation of the payment among the employee's cases.

8.        Click and a list will display with the added case(s).

Note: If you only have one division defined, a division column will not display in the Cases List.

9.        If you have more than one division, it is recommended to verify the division for the employee and change it, if applicable. This is done by selecting a division from the drop-down list. This can also be done at a later time.

10.        You may make entries in the following fields at this time, if applicable, or you may return to edit at a later time.

*        Medical Insurance Avaliable - check this box if the employee has medical insurance avaliable to them and child(ren).

*        Termination Date - enter the date employment will end in MM/DD/CCYY format. The date must be within 30 days of the current date. The employee's case records and Pending scheduled payments will be removed from all divisions on this date.

11.    Repeat the process to add additional cases, starting with step 2.

To Load a File from Payor Payment History:

When an employee file is loaded into iPayOnline from history, the employee records are first listed in the currently selected division for the opportunity to review and add only the desired records. Once the records are added to the currently selected division, the division may be changed for each employee individually if more than one division exists.

Records in the loaded file that already exist within one or more divisions will be differentiated in the retrieved list by listing the divisions they are classified with. In addition, records that already exist in your iPayOnline account will not be automatically selected for adding. Refer to the When Adding an Existing Employee Record section.

Tips before Starting

*      Select the division with the largest number of employees so less division changes will be required after adding the retrieved records.

*      Know the division that each employee should belong to and change to this division as soon as the records are added to the Cases List.

*      Know the child support amount that is due for each employee case record.

*      Know if each employee has medical insurance for them and their chil(dren) as part of their compensation package.

1.        Select Maintain Child Support Cases from the iPayOnline main menu.

2.        Click on shown in the initial screen for maintaining child support cases.

3.        Click . A list of employee records will be loaded for review and selection for adding into the iPayOnline account.

4.        Choose the division from the drop-down list. If a new division is required, refer to the Add a Division section.

Note: The Division column will be blank for the employee case record unless this case already exists as an iPayOnline case in the selected division or in another division.

Note: Each record, or all at once, must be selected for adding into iPayOnline when initially loaded. If the case is not checked when it is first retrieved, the divisions the existing case belong to are listed in the Division column. Refer to the When Adding an Existing Employee Record section.

5.        De-select the desired employee records.

Tip:

Clicking the box next to the Employee Name heading will toggle between selecting and deselecting ALL cases.

6.        It is recommended to change the employee's division at this time, if applicable. This is done by selecting one from the drop-down list. It can also be done at a later time.

7.        You may make entries in the following fields at this time if applicable, or you may return to edit at a later time. If you make any changes to the added data, you must click Save Changes.

*        Amount- this should be the amount due for child support for each employee case record. The amount that is retrieved and loaded from RAPID is the amount that was applied to the child support payment at the time it was processed in RAPID. This amount may not be what is actually due.

*        Medical Insurance Avaliable - check this box if the employee has medical insurance avaliable to them and child(ren).

*        Termination Date - enter the date employment will end in MM/DD/CCYY format. The date must be within 30 days of the current date. The employee's case records and Pending scheduled payments will be removed from all divisions on this date.

8.        Click . The selected employee records will be added to the Cases List.

To Upload from a Pre-defined File:

When a pre-defined employee payment file is uploaded into iPayOnline, the employee case is first validated as an existing case. All cases within the file are validated and if a case is listed that is not found in the central child support database, it will be reported after the upload is completed.

All valid cases are first listed in the currently selected division for the opportunity to review and to select only the desired cases for adding. Once the records are added to the currently selected division, the division may be changed for each employee.

Records in the loaded file that already exist within one or more divisions will be differentiated in the retrieved list by listing the divisions they are classified with. In addition, records that already exist in your iPayOnline account will not be automatically selected for adding.

Tips before Starting

*      Select the division with the largest number of employees so less division changes will be required after adding the retrieved records.

*      Know the division that each employee should belong to and change to this division as soon as the records are added to the Cases List.

*      Know the child support amount that is due for each employee case record.

*      Know if each employee is ordered to provide medical support for their child(ren) and whether or not he/she is currently providing it.

1.        Select Maintain Child Support Cases from the iPayOnline main menu.

2.        Click on shown in the initial screen for maintaining child support cases.

3.        Click on tab.

4.        Click on and navigate to the file, select it, and click

5.        A list of employee case records is loaded for review and selection for adding into your iPayOnline account. Case records failing validation along with the reason for rejection are listed above the valid cases.

Note: A record is automatically selected for adding into iPayOnline when initially loaded if it is not already a member of one or more divisions. If the case is not checked when it is first retrieved, the divisions the existing case belong to are listed in the Division column. Refer to the When Adding an Existing Employee Record section.

7.        De-select the desired employee case records.

Tip:

*      Clicking the box next to the Employee Name heading will toggle between selecting and deselecting ALL cases.

8.        It is recommended to change the employee's division at this time, if applicable. This is done by selecting one from the drop-down list. It can also be done at a later time.

9.    You may make entries in the following fields at this time if applicable, or you may return to edit at a later time.

*        Amount - this should be the amount due for child support for each employee case record. The amount that is retrieved and loaded from the pre-defined file may or may not be what is actually due and should be confirmed.

*        Medical Support Provided - check this box if the employee has a court order to provide medical coverage for his/her child(ren) and are providing it.

*        Termination Date - enter the date employment ended or will end in MM/DD/CCYY format. The date must be within 30 days of the current date. The employee's case records and Pending scheduled payments will be removed from all divisions on this date.

10.        Click . The selected employee records are added to the Cases List.

When retrieving and adding an employee record, a case that already exists within your iPayOnline account will not be selected for adding when it is initially retrieved regardless of the method of case retrieval used.

If you choose to select the case and add it to the currently selected division, the case will overwrite any matching case in that division. If the case exits in another division but not in the currently selected one, it will be added to the currently selected division. This results in the same employee case belonging to two different divisions. You must confirm that this is what you want to do by responding to the following message when you click the box to select the case:

To Overwrite or Add to Another Division:

Instead of overwriting an existing case, you can Change Child Support Case Information.

1.        Select Maintain Child Support Cases from the iPayOnline main menu.

2.        Click on shown in the initial screen for maintaining child support cases.

3.        Retrieve the employee case records using one of the three retrieval methods. Refer to the Add Child Support Case section for an overview.

4.        Check the existing case that you want to overwrite in the selected division or add to another division. A message will display asking you to confirm the action.

5.        Click to proceed with adding the case to another division or overwriting the existing case in the selected division. Click to abort the process followed by to close the Lookup results window.

6.        Depending on the retrieval method used, you may be required to enter the Amount of child support that is due for each case you have selected. A case cannot be added with a zero amount.

7.        You may make entries at this time to specific fields, or you may return to edit at a later time. Refer to the appropriate case retrieval method for the fields that are available for editing.

8.        Click to continue with the overwrite/add or to cancel the process and close the Lookup results window.

Divisions are organizational units that provide a way of classifying employees to manage child support case maintenance and payment as a group instead of individually. All employee case maintenance and the scheduling of payments are done through the division in which the employee resides. For example, if you have a division named Admin and you schedule recurring payments for this division, child support payments for all employee case records within the Admin division will be made using this schedule unless you specifically specify otherwise.

Divisions usually represent units that model the structure of a company in organizational or geographical terms. Divisions can be created to differentiate one group from another such as by department, region, payroll structure, job functions, etc.

A Main Division is automatically created for an employer user and cannot be removed. If you do not add your own divisions, all employee case records are added to the Main Division. It is recommended that you define additional divisions that meet your needs in order to customize and streamline case maintenance and payments.

To Add a Division:

1.        Select Register Division from the iPayOnline main menu.

2.        Enter the Division and Contact information, selecting the State from the drop-down list. Make sure all required fields * have an entry.

3.        Click to add the new division, a message will display asking you to confirm the action.

4.        Click to add the new division or to abort the process.

Once a division is added, its information may be changed or the entire division deleted from the iPayOnline account at any time, other than the Main Division.

To Edit a Division:

1.        Select Division from the iPayOnline main menu.

2.        Click on the division to edit.

3.        The screen will appear like the one in which the division information was originally entered.

4.        Click in the area you would like to update and overwrite any existing information with the desired changes.

5.        Click to edit the division, a message will display asking you to confirm the action.

4.        Click to edit the division or to abort the process.

To Delete a Division:

1.        Select Division from the iPayOnline main menu.

2.        Click on the of the division to delete.

3.        Click in response to the following confirmation prompt.

5.        If you decide not to delete the division, click .

The Schedule Payments selection on the iPayOnline menu bar is the only option that consists of four sub-options, two for scheduling your case payments and two for tracking the scheduled payments.

There are two types of payments that you can set up, one time or recurring. A single payment is made on the specified date for a one time payment. Continuing payments with the frequency and start date as scheduled are made for recurring type payments.

The basic functionality for scheduling payments is the same for employer and individual user types. Employer users schedule child support payments from a list of employees belonging to the selected division. Individual users schedule child support payments from a list containing all obligor cases setup in the iPayOnline account, which typically belong to the individual user.

You must specify the following information when scheduling payments:

*        Account - bank account the payment amount will be drawn from.

*        Withdraw Date or Schedule Designation - specifies the date and frequency of the payments. The information that you must specify is dependent upon the type of payment requested. Payment dates must be at least three days from the current date.

*        Notify Me Before Paid - if checked, an email will be sent reminding you of the scheduled payment.

*        Notify Me Before Payment - specifies how many days before the payment is made the email reminder is to be sent out. If the Notify Me Before Paid field is not checked, this field is ignored.

*        Notify Me After Paid - if checked, an email will be sent confirming that the payment was made.

*        Division - for employer users only - organizational unit that contains the list of employees and their child support amounts, as set up in the Maintain Child Support Case section. All payments are scheduled through divisions. The only employee case records that are available at the time payment schedules are created are those belonging to the selected division. Payments cannot be scheduled for employees across multiple divisions.

Refer to the Divisions Overview section for more information concerning divisions.

Regardless of whether one-time or recurring, all case payments will be assigned a unique Tracking ID automatically created at the time the payment is scheduled. Individual case payments scheduled together will be grouped within the same Tracking ID and thus accessed as a group. For employer users, this means that a payment schedule you create for a division will have the same Tracking ID.

The Tracking ID is used to view/edit Pending Payments. Once the scheduled payments are submitted to the bank account for payment, a Tracking Number is automatically generated and used to view/print Payment History.

A single payment is scheduled and paid on the withdraw date specified for the one time payment option.

The following illustration represents a one time payment screen for an employer user. The Division selection and headings in the list of cases are the only items that differ from an individual user's screen.

To Schedule a One Time Payment:

1.        Select Maintenance Management from the iPayOnline main menu.

2.        Select Register One Time Payment from the Maintenance Management menu.

3.        Select the payment account from the drop-down menu.

4.        Enter the date the payment is to be made in the Withdraw Date field.

5.        Click the Notify Me Before Paid option to check or un-check depending on whether or not you would like to receive a reminder email.

6.        If the Notify Me Before Paid option is checked, choose the number of days before the scheduled date from the Notify Me Before Payment drop-down list.

7.        Click the Notify Me After Paid option to check or un-check depending on whether or not you would like to receive a confirmation of payment email.

8.        For employer users only, select the division from the Division drop-down list. The list of employees will display based on the division selected.

9.        Select the Cases to be Paid by clicking the add icon on the left-most box next to the employee's/obligor's name.

Tip:

*      Clicking the add icons next to the Employee (or Obligor) Name heading will toggle between selecting and deselecting ALL employees.

 

10.        To schedule the payment, click Save.

11.        A confirmation dialog displays the payment information. Click Ok to save the payment or Cancel to cancel the payment request.

12.    When payments are successfully scheduled, the Pending Payments page will automatically display the payments listing table.

Recurring payments provide the convenience of automatically repeating the payment schedule based on one of the following schedule designations:

*        Bi-weekly - two payments a month will be made with the first being made on the specified Start Date and the second payment being made two weeks after that date.

*        Monthly - one payment will be made per month on the specified Day of the Month.

*        Semi-monthly - two payments a month will be made, each on one of the two Days of the Month specified.

The examples illustrated for a Recurring payment are for an employer user. The Division selection and headings in the list of cases are the only items that differ from an individual user's pages.

Note: The information required for you to enter will change based on the frequency selected. The example below illustrates the required fields for payments scheduled monthly.

 

To Schedule a Recurring Payment:

1.      Select Maintenance Management from the iPayOnline main menu.

2.      Select Register Recurring Payment from the Schedule Payments menu.

3.        Select the payment account from the drop-down menu.

4.        Select the Schedule Designation from the drop-down list.

5.        Specify the required date information depending on the Schedule Designation selected:

a.      Bi-Weekly - enter the Start Date.

 

b.      Monthly - enter Day of the Month.

 

c.      Semi-Monthly - enter the first and second Day of the Month. Both days are required.

Note: Changing the Schedule Designation after selecting the Cases to be paid will reset the CASES list to the default of all selected.

6.      Click the Notify Me Before Paid option to check or un-check depending on whether or not you would like to receive a reminder email.

7.        If the Notify Me Before Paid option is checked, choosethe number of days before the scheduled date from the Notify Me Before Payment drop-downlist.

8.        Click the Notify Me After Paid option to check or un-check depending on whether or not you would like to receive a confirmation of payment email.

9.        For employer users only, select the division from the Select Division drop-downlist. The list of employees will display based on the division selected.

10.        Select the Cases to be Paid by clicking on the add icon next to the employee's/obligor's name.

Tip:

*      Clicking the add and remove icons next to the Employee (or Obligor) Nameheading will toggle between selecting and deselecting ALL cases.

11.   To schedule the payment, click Save.

12.   A confirmation dialog displays the payment information. Click Ok to save the payment or Cancel to cancel the payment request.

13.   When payments are successfully scheduled, the PendingPayments page will automatically display.

Payments that have not yet been submitted against the designated bank account for payment are considered scheduled payments. Payments that have been submitted for payment but not yet paid are considered in progress. Both status types will display in the corresponding tabs of the Payments listing table.

All pending case payments are viewed/edited through the unique Tracking ID created at the time you scheduled the payments.

The following bulleted items describe the information listed for each Tracking ID.

*        DateRequested - the date you scheduled the payment(s).

*        Amount - the total payment amount of all cases scheduled within the Tracking ID.

*        SettlementDate - the date the payment is to be withdrawn from the designated bank account for all case payments within this Tracking ID.

*        PaymentAccount - the designated bank account that will be used for all case payments within this Tracking ID.

*        PaymentType - the type of payment that the case was scheduled as.

*        ID - the Tracking ID assigned to all case payments scheduled together.

 

To View/Change Pending Payments:

Individual pending payments are viewed within the uniqueTracking ID that was assigned at the time you scheduled the payment(s).

1.        Select Maintenance Management from the iPayOnline main menu.

2.        Select Payments on the Schedule Payments menu. The payments listing table will be displayed on the Scheduled Payments tab

3.        Click the Tracking ID that corresponds to the payment you wish to view/change under the ID heading.

4.        The Schedule Payments page with all the data as scheduled will display. You may make the same changes as when originally scheduled, including selecting additional cases or removing currently scheduled ones. Refer to scheduling a one time payment or scheduling a recurring payment.

5.        To save the payment changes, click Save.

6.        A confirmation dialog displays the new payment information. Click Ok to apply the changes to the payment or Cancel to cancel the payment edition.

To Cancel Pending Payments:

Pending payments can only be canceled through their TrackingID. When you delete a Tracking ID, all scheduled payments for that ID are deleted. If you wish to cancel only certain payments from the Tracking ID but not all of them, open the Tracking ID and edit the schedule. Refer to the To View/Change Pending Payments section.

Tip:

*      Open and view the Tracking ID before deleting to ensure you are removing the desired scheduled payment(s).

1.        Select Maintenance Management from the iPayOnline main menu.

2.        Select Payments on the Schedule Payments menu. The payments listing table will be displayed on the Scheduled Payments tab

3.        Click on the Delete icon next to the Tracking ID of the payment that you want to remove.

4.        Click OK in response to the confirmation prompt or Cancel if you decide not to un-schedule the payment(s) within the Tracking ID.

Payment history consists of those case payments whose settlement date has been reached and the payments paid from the designated bankaccount.

All payment history is viewed through the unique Tracking Number created at the time the payments are submitted to the bank. The beginning portion of this number consists of the bank account's routing number.

You may view and print a summary list of all payments made by Tracking Number or a detailed list of the paid cases within each Tracking Number. When first selecting the Payment History tab on the Payments listing table, you will be presented with the summary view. It provides the ability to re-arrange the order of the list and to limit the list by displaying only the history of a specific division, payment account or Tracking Number. These features simplify the process of finding a particular payment history and drilling down to its detail.

The following bulleted items describe the information listed in the summary view for each Tracking number:

*        TrackingNumber - a unique number assigned to the case payments that were paid using the same schedule criteria.

*        DateRequested - the date you scheduled the payment(s).

*        Amount - the total amount paid for all cases scheduled within the Tracking Number.

*        SettlementDate - the date the amount was withdrawn from the designated bank account.

*        PaymentAccount - the bank account that the amount was withdrawn from for this Tracking Number.

 

To View and Print Payment History:

Printing is accomplished by using the Printer Friendly Format option. The view currently displaying is the one that will print.

1.        Select Maintenance Management from the iPayOnline main menu.

2.        Select Payment from the Maintenance Management menu and enter to the Payment History tab.

3.        To print a summary list of all Tracking Numbers,click on the PrinterFriendly Format icon on the top of the listing table. Close the print window when done.

4.        Click on the details icon on the row that corresponds to the payment history you wish to view.

5.        To print a detailed list of the paid cases within this Tracking Number, click on the Printer Friendly Format icon on the row that corresponds to the payment history you wish to print. Close the print window when done.

To Sort Payment History

By default, payment history records are arranged in tracking number sequence in an ascending order, which is from lowest to highest. You may change the order, referred to assorting, for viewing/printing by re-arranging the payment history records into any of the other displayed column orders. You may also choose to view in a descending order, from highest to lowest.

1.        Select the Payment History tab from the payments listing table.

2.        Move the mouse over the column heading you wish to sort by until you see the mouse pointer change and the sort tooltip appearing next to the cursor as illustrated below.

3.        Click the sorting icon. The first time you click on it, the data in that column is sorted in ascending order.

            The arrow pointing up next to the column lets you know at a glance what column the history is sorted on and whether the order is ascending or descending.

4.        Click the sorting icon a second time to change the history records into a descending order by that column. Note the arrow pointing downward next to the column heading being sorted.

Note: If you see no arrow next to any column heading, the default sort order by tracking number is in effect.

Note: If you move off the Payment History page, the sort order will default back to the tracking number.