What Is iPayments?
IPayments is a web-based application that allows IDTs, ARs, and deposits to be submitted electronically.
Forms
- Access Form
- iPayment Request Form – This form is used to submit requests for modifications to data hardcoded in iPayments such as accounts, support accounts, object codes, and workgroups. Requests to modify user access should be submitted using the Access Form.
Procedures
Detailed Instructions: These instructions explain the entire deposit process including considerations that should be made prior to engaging in the sale of goods or services, to collecting sales tax, and how to obtain deposit slips and bank bags. Screen shots for each step of the process are included. These instructions are recommended for users that are unfamiliar with the iPayments deposit process.
Detailed Instructions: These instructions explain the entire IDT process beginning with the definition of an Interdepartmental Transfer. Screen shots for each step of the process are included. These instructions are recommended for users that are unfamiliar with the iPayments IDT process.
Detailed Instructions: These instructions explain the entire AR process beginning with a definition of an Accounts Receivable. Screen shots for each step of the process are included. These instructions are recommended for users that are unfamiliar with the iPayments AR process.
Requests to add/modify/delete accounts or object codes to iPayment transactions should be emailed to Sales and Receivables.
Please include the account number, object code, and description needed. Please note that reductions to expenses are only allowed in certain cases and gifts/donations must be submitted to the Foundation.
Object codes subject to sales tax will be marked as taxable.
Users will be provided with a User ID and temporary password once access is given.
At the user's first log on, the system requires that all four fields be completed: User ID, Password, New Password, and Confirm Password prior to selecting the "Sign On" button. Please note that passwords should be a minimum of 8 characters with at least three (3) of the four (4) following: special characters (such as !@$%^), numbers, upper case letters and lower case letters.
Passwords expire every 90 days. The user will receive the following message: "Your password must be reset! Enter a new one to log on. The User ID and Password fields will be cleared. The user should enter the User ID and expired Password and the New Password and Confirm Password before selecting 'Sign In'."
If the user enters the User ID and new Password in the Password field, the user will receive the following message: "No User with that UserID and Password found! Make sure the Caps Lock is off and try again. Allow Logon not successful! The user should enter the User ID and expired Password and the New Password and Confirm Password before selecting 'Sign In'."
If the User changes the password to one that does not meet the minimum requirements, the user will receive the following messages:
- Under 8 Characters:
- Changing Password not successful! The password must be at least eight characters in length. Try logging on without changing your password.
- Incorrect format (not using at least 3 of the 4 requirements):
- Changing the Password not successful! The Password must be at least eight characters in length. The Password must contain one of the following special characters: !#$%<>. The Password must contain at least one number. The Password must contain at least on capital letter. The Password must contain at least one lowercase letter. Try logging on without changing your password.
The User ID and Password fields will be cleared. The user should enter the User ID and expired Password and the New Password and Confirm Password before selecting "Sign In".
Passwords should be a minimum of 8 characters with at least three (3) of the four (4) following: special characters (such as !@$%^), numbers, upper case letters and lower case letters.
If resetting the password remains unsuccessful, please email Sales and Receivables for assistance.
Cash receipts are automatically generated when a deposit is processed in iPayments. Please be sure to print a copy and provide it to your customer.
A Receipt Only transaction is available to all departments in iPayments. This transaction allows departments to generate receipts for reductions to expenses without it feeding directly to FAMIS.
This transaction requires the following information:
- Reason for Reimbursement/Refund
- Account of Original Payment
- Support Account of Original Payment
- Object Code of Original Payment
- Original Voucher Number
A Receipt Only transaction should be processed using the same steps as a deposit from start to finish. The user will need to process the tender, make the user deposit by using 0000000 as the deposit slip number, make the file deposit by using 0000000 as the deposit slip number, and finally, marking the file as Balanced.
A copy of the detailed receipt should be sent with the check to FMO Corrections.
The Receipt Only transaction is not automatically added to each department. To request this option, please contact Sales and Receivables.
iPayment payfiles are generated based on the Ordinal Date. For example, May 17, 2009 is the 137th day of 2009. iPayment payfiles created on this date will be 2009137001, with the last three digits being the sequential number in which the payfiles are created.
See NASA's Ordinal Day Calendar for more information.