Merchant Support Guide

1. Changes in release 2.5

• ISO summary report:

a. Added last 4 of settlement bank account for each merchant.

• Transaction report:

a. Added non-US beneficiary support with:

b. Beneficiary Amount

c. Beneficiary Currency

d. FX Rate Applied

• Account Updater report:

a. List of cards / accountIDs that have changed, as reported by issuers

• Report delivery options:

a. Added email with encrypted zip file

b. Added Amazon AWS s3

2. Overview

This merchant support guide provides the merchant with instructions to help support card disbursements and purchases with TabaPay as well as ACH debits and credits.

Details on the settlement process, reports, and support procedures are detailed.

The reports have a separate Excel workbook that details the various fields.

3. Merchant Setup: Card Acceptance

A Merchant must setup the following items prior to processing card transactions:

Configuration item Description
Statement description Name that is displayed on cardholder statement. NOTE: soft descriptor (sent on each transaction, is available to certain merchants with approval)
Phone number Phone number provided to receiving institution. NOTE: soft descriptor (sent on each transaction, is available to certain merchants with approval)
Daily PULL limit Aggregate daily limit for purchases
Daily PUSH limit Aggregate daily limit for disbursements
Maximum PULL ticket Maximum PULL transaction limit
Maximum PUSH ticket Maximum PUSH transaction limit
Accepted card types Debit cards, credit cards, prepaid cards, US/non-US
MCC Merchant category code
Settlement account Account to receive proceeds. NOTE: can have separate settlement account for purchases and disbursements
Fee account Account to fund interchange and assessments. Can be same as settlement account or adjustment account.
Adjustment account Account to fund chargebacks, receive representments, and fund other adjustments. Can be same as settlement account or fee account.
Settlement options Gross: 3 settlement ACH instructions per day (CR for purchases, DR for disbursements, DR for fees)

Net: Option to net settle disbursements and purchases. Can also include fees or separate fees
Report subscription Any or all of the following can be subscribed to. “$” indicates an additional fee may be charged if delivered with the daily reports.
• Daily transaction report
• Daily settlement summary report
• Daily interchange report
• Daily exception report
• Daily chargeback report
• Daily AML summary
• Daily AML details
• BIN file ($)
Report delivery The following options are provided for report subscription delivery:
• Amazon s3 bucket (folders supported)
• Dropbox
• Citrix sharefile
• SFTP
• Encrypted email
Invoice files Invoice files The following files are delivered with the monthly invoice:
• Monthly invoice
• All transactions processed in a month
• Monthly deposit/debit summary. Day by day bank movements
• An ISO further receives:
o Interchange by MID by billing code
o Network fee by MID by network code
o Processing fees by MID and category
Invoice delivery The following invoice delivery methods are supported:
• Email
• SFTP
• Dropbox
• Sharefile
• Amazon s3

4. Merchant Setup: ACH and RPPS Origination

Configuration item Description
Company name Name that is displayed on customer statement
Company entry description Description that is displayed on customer statement
Settlement account Offset account used for all debit, credit and return entries
Company ID Company EIN

5. Merchant Setup: ACH Setup

The following contacts are required prior to going live on any TabaPay service

Configuration item Description
Operations contact Merchant contact for operations
Treasury contact Merchant contact for treasury issues
Invoice contact and email Merchant contact to receive monthly invoices

6. Merchant Configuration

Settlement Options:

Configuration Item Description Option Chosen
Settlement Gross settlement: Purchase deposit separate from Disbursement debit

Net settlement: a net amount is settled Purchase-Disbursements. If negative a debit is initiated on the account.
Exceptions Gross: Exceptions are debited are credited separately from settlement

Net: Exceptions are debited or credited against the Purchase proceeds
Fee Frequency Interchange and network fees are debited daily

Other options: requires approval
Fee Settlement Gross: a separate fee debit is sent daily

Net: the fees are debited against the purchase proceeds. If negative net amount then a debit is sent to the account designated for Purchases
Convenience Fee XXXXX XXXX

Account Options:

Configuration Item Description Option Chosen
Purchase Account Account used to receive the Purchase deposit. Deposit is less refunds.
Disbursement Account Account used to fund disbursements. This account must be at acquiring bank
Adjustment Account Account used for Chargebacks and Representments
Fee Account Account used for daily fee debit

Additional ISO Options:

Configuration Item Description Option Chosen
Settlement ISO level settlement: All funds are settled at the ISO level

Merchant level settlement: funds are settled for each merchant. Each merchant must provide unique account and settlement options
Reports Reports can be delivered to the ISO or Merchant
Fee type A merchant discount rate or interchange++ can be configured. The daily merchant debit for fees can be the ISO’s fees to the merchant. TabaPay can credit the residual ISO fees daily or monthly
Fees ISO or merchant: Does the ISO or merchant pay the daily interchange and assessments.

7. Daily Settlement

Daily settlement is for prior cutoff activity. The daily settlement reports are available by 9am PT.

The merchants may see the following debits/credits daily:

1. Deposit for all purchases. Merchant will receive full value for the purchases less:

a. Chargebacks

b. Refunds

c. Adjustments

2. Withdraw for all disbursements.

3. Withdraw for all chargebacks if Purchases unable to pay for chargebacks (see above, chargebacks are usually deducted from Purchases prior to deposit).

a. If merchant bank account at the acquiring bank then a withdraw will be posted.

b. If merchant bank account not at the acquiring bank then the reserve account will be debited and if non-sufficient funds then deduction from purchase proceeds.

4. Withdraw or deposit for adjustments

5. Withdraw to fund the reserve

6. Deposit for all disbursement returns.

7. Deposit for all chargeback representments.

A summary of the chargeback/representments/return funds movement actions is below. These are possible actions on a transaction in the daily exception report:

• Open – Merchant debited --funds movement: debit to merchant account

• Documentation received

• Closed – 2nd Chargeback – merchant debited --funds movement: debit to merchant account

• Representment - merchant paid. --funds movement: credit to merchant account

• Return – merchant paid -- this is a returned disbursement, --funds movement: credit to merchant account

The merchant will see one or more of the following entries on their bank statement:

Purchase payout: CompanyID: “TabaPay” Description: “PmtMMDDB”
Disbursement settlement: CompanyID: “TabaPay” Description: “DisbMMDDA”
Adjustment settlement: CompanyID: “TabaPay” Description: “AdjMMDDA”
TabaPay fees: CompanyID: “TabaPay, Inc.” Description: “FeesMMDDB”

The ACH debit and/or credit on the on the bank account can be identified with the following identifiers:

Company Name:“TabaPay” + Numeric identifier. For example, TabaPay 10004567
Entry description:

Purchase deposit: “Pmt”+MMDD+letter

Disbursement debit: “Disb”+MMDD+letter

Reserve debit: “Resv”+MMDD+letter

Adjustment debit: “Adj”+MMDD+letter

The Numeric identifier is provided by TabaPay prior to the merchant going live.

The MMDD is the month and day of the settlement. For example, Thursday payment activity will have a settlement MMDD for the Friday. NOTE: Friday payment activity is aggregated with Sat/Sun and will have a single MMDD for a Monday deposit.

The letter is a TabaPay included letter to help identify the payment in the event of a merchant reported problem. The letter can be A-Z.

The day after a weekend or holiday, TabaPay will post the deposits or withdrawals in aggregate, for each day of the weekend or holiday. For example if a holiday is on a Monday, the merchant will receive the following settlements in an aggregate credit (or debit) on Tuesday: (i) Friday activity that would typically settle Monday, (ii) Saturday activity that would typically settle Monday, (iii) Sunday activity that would typically settle Monday and (iv) Monday holiday that settles Tuesday.

8. Card Settlement flow

The card settlement flow is shown below:

  1. The bank debits disbursements from the merchant account
  2. If there are insufficient funds to cover the disbursement (including net settlement against AFT) then the merchant reserve is debited.
  3. AFT proceeds are credited to the merchant account less chargebacks
  4. Daily interchange and network fees are deducted from the merchant account.
  5. TabaPay pays all network fees to each network.

9. ISO / multi-merchant Settlement

An ISO or a merchant with multiple merchant IDs can specify ISO level settlement (or individual merchant settlement). ISO level settlement uses a single account and single ACH debit or credit for all merchants. The ISO is responsible for sending money to each merchant using the ISO summary report.

10. Cutoff time

Cutoff time varies by network and type of transaction. The merchant will be paid or debited for all transactions posted in the 24 hours prior to cutoff time.

Network Transaction type Cutoff time
Visa Purchases, refunds 21:00 PT
Visa Disbursements 03:00 PT
Mastercard Purchases, refunds 21:00 PT
Mastercard Disbursements 23:00 PT
STAR Purchases, Disbursements 15:00 PT
Accel Purchases, Disbursements 13:00 PT
PULSE Purchases, Disbursements 22:00 PT
NYCE Purchases 13:30 PT
NYCE Disbursements 03:00 PT
American Express Purchases 21:00 PT*
Bill Payment (CC) Disbursement, cc payoff 15:00 PT
ACH Same Day Disbursement and collection 07:30am PT
ACH Next Day Disbursement and collection 05:30pm PT
Real Time Payments (RTP) Disbursements 03:00 PT**

The daily transaction report has all transactions that comprise the daily merchant settlement, respecting these cutoff times.

*American Express is settled two business days after cutoff.

*RTP report cutoff is 3am PT, which matches the daily reconciliation reports and funding true-up. See separate RTP guide.

11. Report Delivery

Daily reports can be delivered to Merchants using one of the following methods, at merchant option:

A. SFTP push. TabaPay pushes reports via SFTP. Security options can include:

a. Merchant whitelists TabaPay IP

b. SFTP ID and Password

c. TabaPay public key for SFTP security (ID or ID+PW)

d. File encryption using Merchant public PGP key

B. Dropbox. TabaPay assigns a dropbox to one or more Merchant email accounts. The reports are posted daily. Security options include:

a. Dropbox security is standard

b. File encryption using Merchant public PGP key

C. Amazon s3. A directory can be included

a. Amazon security is standard

b. File encryption using Merchant public PGP key:

c. AWS access credentials:

i. AWS Access Key ID

ii. AWS secret key

iii. AWS bucket name

iv. If directory is used, then directory name

D. Email. One or more Merchant emails can daily reports. Files are zip and encrypted with Merchant selected password.

12. Merchant Statement

The Merchant Statement is available within 7 days after the end of the month. The merchant statement lists all the transactions with network fees per transaction, interchange due for merchant, total fees due, as well as Reserve balance and any changes to the Reserve during the month. The Merchant Statement is available within the TabaPay portal, under invoices. The monthly reporting includes:

(i) The monthly statement

(ii) The monthly list of all transactions, which includes the fees billed:

a. the interchange per transaction

b. the network fees billed per transaction

c. the processing fees billed per transaction

(iii) The daily summary for the month of deposits, withdrawals, chargebacks, representments, and fees.

13. Transaction details

The daily transaction report is available by 9am PT.

Field Description
ISO ISO number assigned by TabaPay
MID Merchant number assigned by TabaPay
Reference ID Merchant transaction ID passed in API
Transaction ID TabaPay transaction ID returned in the API
Corresponding ID Funding txn ID used on disbursement transaction if P2P or authorization/settle as separate transactions. Passed in API
Approval code Network Authorization code returned in API
Date Created Date and time (Pacific) initiated returned in API
Date Processed If a weekend or holiday then settlement is next business day
Transaction type Purchase (+), Disbursement (-), Chargeback (-), Return (disbursement reversal) (+), Purchase -Reversal (-), Purchase-Void (-)
Source
Destination
Settlement Network Specific network used to settle the transactions
Last 4 Last 4 of beneficiary card
Status Complete (successful), Error (Network RC<>0), Failed (not sent to network due to fatal error), Unknown (call for status)
Network RC Network Response code
Transaction Amount Amount passed to TabaPay in the API, widget, admin tool or other entry method. Purchase (+), Disbursement (-), Purchase chargeback (-), disbursement chargeback (+) (Return), Purchase reversal (-)
Settled Amount Amount settled (if error then $0, else the Transaction Amount). Purchase (+), Disbursement (-), Purchase chargeback (-), disbursement chargeback (+) (Return), Purchase reversal (-)
Currency currency of amount
First Name Cardholder name
Last Name Cardholder last name
Memo Merchant Memo to better recognize transaction passed in API
TabaPay fee TabaPay per transaction fee
Network fee Network transaction fees
Interchange fee Interchange fees
Convenience fee A reporting only fee passed in the TabaPay API by the merchant. The Convenience fee is settled to a different account. The merchant typically uses this field to track any acceptance fee charged the customer.
Location name Location of transaction, as passed into TabaPay API
Location address 1 + 2 Location address, as passed into TabaPay API
Location city Location city, as passed into TabaPay API
Location state Location state, as passed into TabaPay API
Location ZIP Location ZIP, as passed into TabaPay API
AVS AVS result if passed. Z-zip match address no match, Y-Zip+address match, N-either zip or address match, A-street address match Zip no match
CVV2 CVV2 result if passed (M-match, N-no match
Settlement date Day transaction settles. NOTE: merchant pay date is settlement date if business day or next business day.
Network ID Network transaction ID
Card type Debit, Credit, prepaid card
Network fee codes Network fee codes The specific network fees that apply to the transaction. See below:

VDA Visa debit assessment 0.13% of Purchase amount
VNAPF $0.0155 per authorization
VSNAF Visa settlement network access fee $0.0025 per Purchase
VKBF Visa KB access fee $0.0047 per authorization

VTIF Visa transaction integrity fee $0.10 per Purchase if AVS code not Y or Z
VDF Visa disbursement fee 0.10% w/ $0.25 cap per Disbursement
VXBF Visa cross border fee 1.25% of settled amount in USD
VCA Visa clearing fee. Charged on all settlements (purchase, refund, chargebacks)
VFANF Visa Fixed Acquirer Network Fee
MNABU Mastercard assessments NABU $0.0195 per authorization and per refund
MASES Mastercard assessments 0.1225% of Purchase
MDEF Mastercard digital enablement fee of 0.01% of Purchase
MALF Mastercard acquirer license fee 0.0075% of Purchase
MKBF Mastercard KB access fee $0.0044 per authorization

MCVC Mastercard CVC2 fee $0.0025 per authorization
MPAVS Mastercard AVS w/authorization
fee $0.0075 per Purchase w/AVS
MAR Mastercard authorization reversal fee, $0.005 on all authorization reversals
MCXBF Mastercard cross border fee 1.45% of settled amount in USD
MCLOC Mastercard location fee
ASWI Accel switch fee, $0.04/authorization
SSWI STAR switch fee, $0.05/authorization

PSWI PULSE switch fee, 3bps + $0.025 with cap of $0.20/auth (no cap for debt repayment), ecom $0.065/auth

*An authorization is (i) a Purchase that settles (ii) a void, or (iii) a transaction with a non-zero
return code, (iv) any Purchase that does not settle.
Beneficiary Amount If disbursement sent in non-USD, the beneficiary amount in beneficiary currency
Beneficiary Currency If disbursement sent in non-USD, the beneficiary ISO numeric currency code
FX Rate Applied If disbursement sent in non-USD, the FX rate applied

14. Exceptions Report

The Exceptions Report is generated daily. If there are no exceptions for the day, then an empty report is generated (header only). Chargebacks, returns, and adjustments are included in this file. The exception transaction is posted to the file the day TabaPay receives notification of the exception.

Field Description
ISO ISO number assigned by TabaPay
MID Merchant number assigned by TabaPay
Reference ID Merchant transaction ID passed in API
Memo Merchant Memo (to recognize transaction passed in API)
Transaction ID TabaPay transaction ID returned in the API
Exception ID Unique ID for the exception.
Exception type (SEE CHART BELOW)
Exception code Code from the specific network
Exception description Description corresponding to the code
Exception date Date exception received by TabaPay
Action status Last status of the exception: settlement funds movement shown
• Adjustment - merchant debited
• Adjustment - merchant paid
• Closed – 2nd Chargeback – merchant debited
• Open – Merchant debited
• Representment - merchant paid.
Other status descriptions that do not indicate funds movement include:
• Documentation received – TabaPay has received documentation regarding the chargeback and will represent to the network.
Action date Date of action status.
Days open Days the exception has been open (for Exceptions report, will always be 0)
Network TransactionID ID from the network
Date Created Date and time (Pacific) returned in API
Date Processed (If a weekend or holiday, settlement is next business day)
Transaction type Purchase (+), Disbursement (-), Purchase chargeback (-), disbursement chargeback (+), Purchase reversal (-)
Source
Destination
Exception Network Network posting the exception
Last 4 Last 4 of beneficiary card
Amount Purchase (+), Disbursement (-), Purchase chargeback (-), disbursement return (+), Purchase reversal (-)
Currency Currency of amount
Error code TabaPay error code
Network RC Network Response code
Name Cardholder name
TabaPay fee TabaPay fee (per transaction)
Network fee Network fee (per transaction)
Interchange fee Interchange fee (per transaction)

Exception Type Chart:

Field Description Fund Movement
Chargeback A purchase dispute Merchant debit
Return A returned disbursement Merchant credit
Representment A Chargeback represented by TabaPay/merchant and paid back to bank (merchant). Merchant credit
Adjustment debit A debit received from network related to prior transaction. Look at Exception description. Merchant debit
Adjustment credit A credit received from network related to prior transaction Merchant credit

15. Chargeback states: Exception type and statuses

Exception type Possible Action statuses Funds moved
Chargeback • Open – Merchant debited
• Documentation received
• Closed - 2nd Chargeback – Merchant debited
Y
N
Y
Representment • Merchant paid
• Closed – 2nd Representment
Y
Y
Return Closed – merchant paid Y

A typical chargeback flow:

1. Chargeback received. Exception type=Chargeback, Status=Open – merchant debited

2. Documentation received. Exception type=Chargeback, Status=Documentation received

3. Representment. Exception type=Representment, Status=Merchant paid

4. 2nd chargeback. Exception type=Chargeback, Status=Merchant debited

16. Exception Report Interchange True-up

The Exception Report may contain a record for each network with actual interchange difference between the per transaction interchange on the Transaction report and the actual interchange billed by network.

i. ReferenceID=”TPIC”

ii. TransactionID=”TPIC- where YYYYMMDD is the settlement date and network is a 1 letter indication of network (V, M, S, A, P, N). Example, TPIC20180718-P

iii. ExceptionID=”TPIC- where YYYYMMDD is the settlement date and network is a 1 letter indication of network (V, M, S, A, P, N). Example, TPIC20180718-P

iv. Exception type=”Interchange”

v. TransactionID=blank

vi. Original Transaction=”Purchase”

vii. Exception source=”Settlement””

viii. Exception destination=network, spelled out

ix. Exception network=network, spelled out

x. Original settled amount=$0

xi. Exception settled amount=$0

xii. Interchange=interchange difference

xiii. Original creation date, processed date are prior day

xiv. Exception date and status date are the settlement date.

17. Chargebacks Report

The Chargebacks Report contains a history of each chargeback until closed. Only chargebacks are shown on the Chargebacks Report, whereas the Exceptions Report contains other exception types. The Chargebacks Report contains the same data fields as the Exceptions Report. Content differences are shown below. Closed chargebacks are dropped from the Chargebacks report 30 days after close.

Field Desciption
Action status • Closed
• Closed – 2nd Chargeback – merchant debited
• Closed – Merchant debited
• Documentation received
• Open – Merchant debited
• Representment - 2nd - Merchant Paid
• Representment - merchant paid.
Action date Date action changed.
Days open Days since exception received (day 0 = date received)
Exception type Always “chargeback” for the Chargeback report

18. Merchant Summary Report

The Summary report shows the debits and credits to the merchant settlement account. The Transaction detail will reconcile the Summary report.

Field Description
Purchase Total of all purchase for the day
Disbursements Total of all disbursements for the day
Exceptions Total of all exceptions for the day
Reserve Funding Any merchant funding of the reserve account
Interchange fees (not part of daily settlement, but shown for completeness)
Network fees (not part of daily settlement, but shown for completeness)
Tabapay fees (not part of daily settlement, but shown for completeness)

19. Interchange Report

The interchange report shows the actual interchange to be charged by network and card type category. The transaction report shows the indicative rate (estimate), the interchange report shows actual interchange.

Field Description
ISO ISO number
ISO Name ISO name
MID Merchant number
Merchant name Merchant name
Brand Visa, Discover, Mastercard, PULSE, STAR, NYCE, Accel
Interchange category Network category for interchange fees
Txn Count # of transactions in the category
Txn $ Total $s of purchases or disbursements
Interchange $ Total $s of interchange

20. ISO summary report / Multiple Merchant ID Report

An Independent Sales Organization (ISO) or a merchant with multiple merchant IDs receives a daily report that shows the transactions, chargebacks, fees, and settlement position for each merchant ID.

The following fields are shown in the report:

ISO The ISO number for a particular merchant. TabaPay provides.
ISO name The name of the ISO or top level merchant
MID The merchant identifier. TabaPay provides
Merchant name The individual merchant name / identifier
Account Last 4 The last 4 digits of the merchant’s settlement account
Purchase # Number of purchase transactions
Purchase $ Amount of purchases settled (RC=0, status=Complete) (+ amount)
Disbursement # Number of disbursement transactions
Disbursement $ Amount of disbursements settled (RC=0, status=Complete) (- amount)
Chargeback # Number of chargebacks for the day
Chargeback $ Amount of chargebacks for the day
Adjustment # Number of adjustments (returned disbursements, manual adjustment)
Adjustment $ Amount of adjustments
Merchant total # Total number of transactions for the merchant
Merchant totl $ Total amount of transactions for the merchant (- $ is debit, + is deposit)
Interchange # Number of transactions that generated interchange
Interchange $ Total interchange amount (- amount)
Network fee # Number of transactions that generated network fees
Network fee $ Amount of network fees (- amount)
Total # Total number of transactions and fees
Total $ Total amount of transactions and fees.

The 2nd half of the report has the settlement totals by merchant.

Owed to ISO #/$: Total amount owed to ISO (Purchases-disbursements-chargebacks)
If negative, ISO must pay via debit from the ISO settlement account.
Owed to Network: Total disbursements owed to network. An ACH debit is done from merchant or ISO account.
ISO totals Net position for ISO
Interchange totals Total interchange ISO owed to network
Network fees Total network fees owed to network

21. Daily Account Update report

The Daily Account Update report provides the merchant with any changed cards, updated by the Issuer, for cards stored on TabaPay’s system, with a token provided to the merchant. The report provides the the following fields:

ISO The ISO number for a particular merchant. TabaPay provides.
ISO Name The name of the ISO or top level merchant
MID The merchant identifier. TabaPay provides
Merchant Name The individual merchant name / identifier
Account ID Persistent token ID provided by TabaPay, representing the stored card
Reference ID ID provided by Merchant, representing the stored card
Original BIN Original BIN (first 6 of card) of the stored card, prior to issuer changing
Original Last 4 The original last 4 digits of the stored card
Original Expiration Date The original expiration date of the stored card
Original Brand The original brand of the stored card (e.g. Visa, Mastercard)
New BIN The new BIN of the stored card
New Last 4 The new last 4 of the stored card
New Expiration Date The new expiration date of the stored card
New brand The new brand of the stored card
TabaPay fee TabaPay fee charged to update card
Network fee The fee charged by the network to update the card information

22. FX Rates

The FX Rates report has the Visa and MC FX rates by corridor until the next cutoff (see cutoff times above). All rates are quoted to four decimal places with USD as the sending currency. The ISO character currency codes are used.

FN: YYYYMMDD_FXRates.csv

Sending currency code: Always USD – originating currency
Beneficiary currency code: ISO character currency code (e.g. MXN, EUR, GBP)
Visa FX rate: Visa’s FX rate for the corridor
MC FX rate: Mastercard’s FX rate for the corridor

23. ACH and RPPS Processing

TabaPay’s ACH and RPPS processing is file based:

- TabaPay provides the ACH and RPPS response file(s) next business day

- TabaPay provides the ACH and RPPS processing file(s) on sending the file to the Fed.

- Merchant uploads the ACH and RPPS request file(s) to TabaPay

All files received between cutoff times are processed. Files received over a weekend or holiday are processed Sunday evening/Monday evening if Monday is a holiday (posting Monday or Tuesday if Monday is a holiday).

Request files:

- Request files are uploaded to the “Inbox” folder on TabaPay’s system. See separate attachment for the format.

- Request files should be PGP encrypted with TabaPay’s public key.

- Request files should have a unique IIN per CompanyName, CompanyID for each entry for a given processing day (preference is unique IIN). The bank provides the trace number back, indexed by Company Name and IIN. A duplicate IIN will be rejected and included in the response file with status=Error.

- Files can be uploaded via Dropbox, Dropbox API or FTPS.

- TabaPay must receive an email with the number of debits, $ debits, number of credits, $ credits for each file uploaded. TabaPay confirms the totals prior to transmitting.

- Offset entries are not to be included.

Response Files:

- Response files are placed in the “Outbox” folder on TabaPay’s system.

- Each request entry will have a corresponding response entry with a TraceID with completed status

- An entry that was rejected prior to sending the the Fed will have an “Error” status.

24. Reversing ACH or RPPS Payments

An ACH or RPPS payment can be reversed if done within 5 banking days of the original payment. ACH rules allow a reversal only under the below conditions:

• Reversals may only be made for the following three reasons:

o Incorrect dollar amount

o Incorrect account number

o Duplicate transaction

• When initiating a reversal, the reversing entry must be for the full amount, must be sent within five (5) banking days of original entry and must be sent within 24 hours of discovering the error.

• The Receiving Bank is under no obligation to post the reversing debit if it overdraws the payee’s account, or if the payee’s account is closed.

• A payee must be notified if a reversing entry debits his or her account. However, a payee does not need to authorize the reversing debit.

Reversals are done by contacting [email protected] with the details.

25. ACH Processing and Output file

The ACH Processing file is generated on sending the merchant file to the Fed. The format is the same as the Output file except: Status is either Accepted or Rejected OR No Trace number

The ACH Output file is generated daily for those merchants that participate in ACH origination. The response file has all transactions originated prior day with the trace number added as well as the fee.

The ACH response file will be generated for each origination file received by the merchant.

Filename=ISO_MID_YYYYMMDD_ACHOutput_N.csv

ISO: ISO number (always present)
MID: MID number for a given merchant. Is ISO submits for all merchants in one file then no MID number is shown in file name.
YYYY: 4 digit year
MM: 2 digit month (left pad 0)
DD: 2 digit day (left pad 0)
N: The file number submitted by merchant for the given day

The date in the file name corresponds to the input file date.

Fields:

Field Description Data Type Notes
ISO assigned by TabaPay
MID assigned by TabaPay
Entry Type CCD, PPD, Web 3 alpha
Status Complete, Returned, Failed
Result 0, response code see response codes
Same day or next day S, N 1 alpha same day must be in by cutoff time or converts to next day
Processed date yyyy-mm-dd
Settlement date yyyy-mm-dd
Amount ########.## 999999 2 decimal places
IIN IIN in the request file Should be unique for a processing day
transaction (trace) ID ################ 16 numeric
first name john 22 alpha-numeric No commas, blanks allowed. No symbols
last name doe 22 alpha-numeric No commas, blanks allowed. No symbols
account type C/S/L/BC/BS/G Up to 2 alpha (C, S, L, G, BC, BS) checking(C), savings(S), Loan (L) business checking (BC), business savings (BS) General Ledger (G)
RTN # ######### exactly 9 digits, must have checksum
DDA # ############### 4-17 numeric destination bank account number
Credit-Debit C 1 alpha C,D credit or debit (C or D)
Fee ##.## 4 numeric with decimal (signed) ##.##
Entry Description Text Up to 10 characters Shown on customer bank statement

26. ACH Returns

The ACH return file contains all ACH entries returned for a given day.
Filename=ISO_MID_YYYYMMDD_ACHReturns.csv

Fields:

Field Description
ISO ISO number
MID Merchant Number
Date Return date
Amount Original Amount
Account Account number of original entry
Individual Name IIN from original entry
Individual ID Name from original entry
Transaction Code ACH code from original entry
Trace Original trace number (can e used by RDFI to locate transation)
Bank Discretionary data not used
Addenda text Original addenda text
Descriptive Data Descriptive date from original entry – matches original file date
Company Name Company name (typically displayed on beneficiary statement)
Company Discretionary data Discretionary data in batch header
Company ID Company taxid with ‘1’ prefix
Entry Class Entry class code (e.g. Web, PPD, CCD)
Company Entry Description Company entry description (typically displayed on beneficiary statement)
Batch Not used
ODFI File header: The routing number of the ODFI
Immediate Destination File header: Original file destination
Immediate Origin File header: ODFI RTN
File Date File header: Original file date
File Time File header: Original file time
File Modifier File header: Original file modifier (A..Z)
Immediate Origin Name File header: Original file
Amount (unsigned) Batch header: Original entry amount
Service Class code Batch header: Original batch service class code
Julian Settle Date File header: julian settlement date
Text4 Not used
Text5 Not used
Return Code Return code (see ACH return codes)
Return Description Return description
Return Trace Return trace number, can be used in communication with RDFI
Optional Data
Addenda Text
Addenda Trace Addenda trace number
Addenda Type Addenda type
Returns ABA Checksum RDFI ABA checksum (calculated)
Returns Original transaction code Return amount
Returns ABA 8 digit RDFI AVA
Returns Amount Amount of return (unsigned)

ACH returns can be provided in a NACHA formatted file as well.

27. Purchase Chargebacks

Purchase chargebacks occur when the issuer or cardholder have issues with the purchase. A purchase chargeback results in the network debiting the merchant for the original transaction amount. Merchants dispute a chargeback through their acquirer, TabaPay-Republic Bank of Chicago. The merchant has 30 days to dispute a chargeback for re-presentment. After 30 days the chargeback can longer be contested and is final.

The chargeback lifecycle is below (from Visa chargeback guide, https://usa.visa.com/dam/VCOM/download/merchants/chargeback-management-guidelines-for-visa-merchants.pdf)

The chargeback process follows:

1. Day -1: Cardholder disputes transaction or issuer discovers problem with purchase transaction.¬

2. Day 0: TabaPay notifies merchant via email, chargeback report, daily exception report that a chargeback has occurred. ACTION STATUS=OPEN - Merchant Debited

a. The bank debits the merchant and pays the network. Payment made from merchant funds in following order:

b. If merchant is receiving purchase proceeds then the chargeback is deducted prior to paying merchant

c. The merchant bank account is next in line to pay for the chargeback.

d. The reserve account will be debited if no other account is able to pay for the chargeback.

e. Phone call / email to merchant, with merchant sending funds via Fedwire to TabaPay specified bank account.

3. Day 1-20: Merchant can submit documentation to TabaPay to dispute the chargeback. Documentation is submitted via the merchant URL upload.

a. When documentation is received by TabaPay, ACTION STATUS = Documentation received

b. All documentation should be have a file name=Exception_ID.pdf

c. Upload documentation to the URL

4. Wait for response from issuer.

5. If chargeback is disputed by issuer then network will make final decision, and if lost then chargeback presented again to acquirer.

a. Representment – Merchant Paid

b. Merchant debite

c. ACTION STATUS = Closed – 2nd Chargeback – merchant debited

30 Disbursement support

28. Disbursement support: Reverse a Disbursement

The Visa, MasterCard, STAR, NYCE, PULSE, NYCE, CULIANCE networks allow reversing a disbursement. The funds must be in the customer account for the reversal to be successful. The following procedure is used to reverse a disbursement:

Email to [email protected]

- Subject should say: Accounting Disbursement Reversal for -client name

- Include BIN (first 6) and last 4 of card number, ReferenceID, amount, customer name, and contact information for client (name + phone number of Client contact).

TabaPay will typically reverse within 1 business day and be back to the client.

IT, clerical or other entry errors can be reversed. Cases of fraud can also be reversed.

The Merchant can also pull funds back from the customer by charging the card. The partner will pay interchange. The customer should be communicated with prior to charging the card to avoid a charge back.

If none of the above options work then the client should speak to the customer and ask for a check to be sent.

29. Disbursement support: Disbursement Returns

Disbursement returns are rare but typically occur due to: (i) account closed prior to posting (ii) suspected fraud (iii) invalid account (iv) other, similar problem with the account that occurred post authorization or mistake on issuing processor.

Disbursement returns are shown in the Exception report with an Exception Type of Return.

30. Disbursement support: Disbursement Customer Support Scenarios

The following are potential customer Disbursement scenarios that may occur.

1. “I didn’t get my money”

a. Check that the customer transaction processed successfully. Confirm customer’s last 4 of card with online report

i. Check partner system logs for status

ii. Check TabaPay Partner Admin report

b. Wait 2 business days since transaction sent through API

c. If client has not received funds but system shows funds posted then:

i. Conduct 3-way call between customer, customer bank, and partner

ii. Tell bank debit card last 4, ask bank if specific transaction posted to customer account.

iii. If transaction has not posted, log a case to TabaPay for reversal.

2. “Transaction shows as pending”

a. Wait two business days, should post.

3. “I used the wrong card” – Partner must work with Client to retrieve money.

4. “My card doesn’t work”

a. Assumption: partner’s client application ups conducted card verification prior to invoking TabaPay API:

• Allow only Visa (starting with 4), MC (51-55),

• Card number length 16, and mod 10

• Card has not expired

• Passed AVS check

b. Credit card? For most merchants, not supported.

Debit card:

i. Limit Issue – Specific limits are set for each project. Check your merchant specific network limits in the Retrieve Client API

ii. Debit card: get first 6 numbers and name of bank. Send to TabaPay. Tell customer to use a different card or bank account.

34 Error severity and reporting:

31. Error Severity and Reporting: Severity 1 - 7x24 Coverage

Type of severity 1 errors:

- API is unresponsive or constant error

- Security breach and want to disable service

- Error that could cause significant financial loss/impacting many card holders

32. Error Severity and Reporting: Severity 2 - Business hours coverage (7am-5pm PT)

Type of severity 2 errors:

• ISO summary report:

a. Added last 4 of settlement bank account for each merchant.

• Transaction report:

a. Added non-US beneficiary support with:

b. Beneficiary Amount

c. Beneficiary Currency

d. FX Rate Applied

• Account Updater report:

a. List of cards / accountIDs that have changed, as reported by issuers

• Report delivery options:

a. Added email with encrypted zip file

b. Added Amazon AWS s3

- Periodic errors on API (5xx)

- Settlement issue

33. Error Severity and Reporting: Severity 3 - Non-Business hours Coverage

Type of severity 3 errors: Questions and single customer issue

- Reconciliation question

- Technical questionr

- Reissue certificate or credentials

- Any banking question

- Transaction question

38 For all severities:

34. Error Severity and Reporting: For All Severities

Call (415) 980-8222, and follow-up with email to [email protected], include:

- Subject should say: MerchantName severity sev#

- Contact name+phone number

- Problem description

35. Limits

The bank governs limits. An email from the Merchant to the bank with copy to [email protected] is required to increase limits. The bank will approve the limit increase, typically in 1 business day, after confirming increased deposit in the Merchant Bank Account.

36. Network Rules Requirements

Acceptance requirements

- Equal payment network brand treatment on card entry page. Show all logos or none.

o Use Visa Debit logo if no Visa credit cards accepted

- Description of service shown to cardholder prior to purchase

- Refund / cancellation policy available and agreed to by cardholder prior to purchase (click-through terms and conditions are fine)

- Any convenience fee listed on fee page (or in the terms) and displayed prominently to cardholder prior to purchase. Price for service/good, convenience fee, and total amount shown to cardholder separately, prior to purchase.

- Merchant name shown prominently to cardholder.

Receipt requirements:

- Date and time of purchase

- Last 4 of card number (any other numbers masked, e.g. “xxxx-xxxx-xxxx-4567”, “xxxx4567”, or “last 4 of card: 4567”

- Price for service/good, convenience fee, and total amount all shown separately

- Merchant name or DBA, URL, “USA”, and customer service contact information

- Card network used for the purchase (e.g. “Visa”, “MasterCard”)

- Refund / return / cancellation policy

- “Purchase”, “Disbursement” or “Credit”, “Cancellation”, “Refund”, “Return”, “Prepaid Load”

- Network authorization code

Recurring payment (e.g. installment loan collection):

- Notify cardholder prior to purchase (terms, affirmative acceptance of schedule). Email is fine.

- Email receipt to cardholder after recurring purchase

- State the remaining amount to be paid or number of periods.

Receipt via website link:

- Provide clear instructions to access

- Link must be direct link to receipt

- Receipt available to cardholder for 120 days:

Payment Facilitator requirements:

- Name of payment facilitator and merchant name required on customer statement (abbreviation of PF is acceptable)

- MCC must match real merchant

Brick and mortar receipt requirements: Location name and address required on receipt.


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