E-filing account maintenance: Let's talk payment accounts.

So in our last article, we gave you plenty to read, so this week I’m going to try and keep it simple. This week we’ll talk about payment accounts which is probably the number one subject we get calls about.

If you’ve missed our previous articles here are links to them:
      Have a new employee? Here's what to do.
      Did someone leave your firm? Here's what to do.

The key thing to remember is you two places that payment account information is stored. Remembering that e-file is a separate system that you log in to through Doxpop is an important thing to keep in mind.

Doxpop Payment Information-

Doxpop payment information is accessible to any Doxpop account admin on the ‘my doxpop’ tab. The payment information stored here is just for your Doxpop monthly service and recorded document purchases.

E-file payment information-

E-file payment accounts are managed on the e-file account administration page. This is accessible to any e-file user that has been granted administrative rights on the e-file account. An e-file account admin does not necessarily have to be a doxpop admin.

To access the e-file account administration page follow these steps:

• Click on the ‘e-filing’ tab
• Then on the left side of the page, in the links under our welcome message, you should find a link titled “E-filing Account Administration”. If you do not have this link, you are not an e-file account admin. 

With that understood, here is the top tip we suggest:

If you have multiple e-file users, have more than one account administrator. This way, if your normal account administrator is unavailable and a payment account, or other information, needs to be updated in order to make that critical filing, you can do so. Note that since the e-file account is really with the state e-file system, Doxpop support does not have direct access to users e-file accounts. Click here to learn how to grant administrative rights to an e-file user.

Now, lets actually talk about e-file payment accounts:

Once on the e-filing account administration page, you’ll see the payment accounts in the upper right corner. Here you will see the name (or nickname) of the payment account(s) saved on the account. Currently, in Indiana, there are two types of payments accounts- Credit Card and Waiver.

Credit Card:

This is a credit card that is used to pay for your filing fees. Filing fees include the actual filing fee, sheriff service fees, and the state “convenience fee”. These are charged by the state’s credit card processor, not Doxpop.

Its also good to know that the credit card is not actually charged until a filing is accepted by the clerk. When a filing is submitted the e-file credit card processor will do a pre-authorization and place a hold on the amount of the filing. Should the filing be canceled or rejected that hold will be released after a few days. 

When it comes time to update your payment account you’ll need to open the existing “old” information and delete that account, then you can click the ‘new payment account’ button and add the updated card. The e-file system doesn’t permit credit cards to be edited.

When adding a new payment account. The “name” field that comes up first is a free form place for you to assign a “nickname” for that card. This is the name that your e-file users will see when they need to select a payment account.

Waiver:

Just as the name implies, a waiver account is used when you have a situation that filing fees are to be waived. We suggest adding a waiver account when you set-up the e-file account so that if it becomes needed, you already have it set-up and another user doesn’t have to scramble to find someone to add it.

That just about covers it. If you have any questions, always feel free to pick up the phone and give our support team a call at 866-396-7671. A real human will answer the phone and help walk you through the process!

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