Electronic Payments
Information about Electronic Payments (ePay) for expense reimbursements.
- Electronic Payments Enrollment Steps
- Electronic Payments User Information Security
- My Expenses Page
- Payee Details
- Payee Details - ePay Enrollment
- Payee Details - Taxpayer Information
- Tax and ePay Forms - Possible Errors and Messages
Electronic Payments Enrollment Steps
Please follow the steps below to enroll in Electronic Payments.
Electronic Payments are for expense reimbursements only and should not be confused with Support Staff payroll via check or direct deposit.
Enrollment in Electronic Payments is not mandatory. If you choose not to enroll, you will continue to receive checks in the mail. However, if you provide services that require a 1099, you must complete the Tax Information form in order to receive payment for those services.
- Log into the Portal.
- Go to your My Expenses page.
See https://help.issny.org/books/electronic-payments/page/my-expenses-page for more information. - Go to your Payee Details page.
See https://help.issny.org/books/electronic-payments/page/payee-details for more information. - Complete the Tax Information form.
See https://help.issny.org/books/electronic-payments/page/payee-details-taxpayer-information for more information. - Complete the Electronic Payment Setup form.
See https://help.issny.org/books/electronic-payments/page/payee-details-epay-enrollment for more information.
You will not be enrolled to receive electronic payments until both the Tax Information and Electronic Payment Setup forms are completed and they are both verified as valid.
Updated 03/08/24
Electronic Payments User Information Security
ISS takes data security very seriously. Our system is built using industry standards in data security.
While ISS' system is not obligated to be PCI compliant, all taxpayer and banking information is handled and stored in a PCI compliant manner. This includes, but is not limited to: all data is encrypted at rest and in transit, sensitive information is never stored or transmitted as plain text, and no employee of ISS or its vendors has access to your information.
Additionally, only you can modify your taxpayer or banking information. It is not possible for ISS staff to complete either the Tax Information or Electronic Payment Setup (ePay) forms on your behalf.
What does PCI stand for?
The full acronym is PCI DSS and that stands for Payment Card Industry Data Security Standard. PCI is a set of rules and guidelines that businesses must follow in order to protect cardholders while supporting credit card transactions.
Updated 01/12/24
My Expenses Page
My Expenses
Viewing As
If your payee profile is associated with organizations that are also payees and you have the necessary permissions to submit expenses and set up payee and banking information, those organizations will appear in this dropdown. If there is only one payee profile, then the dropdown will not appear.
Payee Profile Summary
Payee Tax and ePay Status
On the Payee Summary bar, two icons appear. The first icon represents the Payee Tax Status and the second represents the Payee ePay Status. Each of these icons have 4 different statuses. These statuses are as follows:
- Gray - Information has not been submitted.
- Yellow - Information is currently being verified.
- Red - Information encountered an error while being verified.
- Green - Information has been verified as valid.
Hovering over the icons will display a tooltip reflecting the current status.
You will not be enrolled to receive electronic payments until both the Tax Information and Electronic Payment Setup forms are completed and they are both verified as valid.
View Details
The View Details button appears if you have access to view and submit tax and ePay information for a given payee profile.
If you do not have access to this button, contact websupport@issny.org to set up the correct permissions on your account.
Updated 01/12/24
Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.
Payee Details
To view or edit the Payee Profile Details, click View Details. Only you can view the associated information.
If you are unable to access this button, contact websupport@issny.org to setup the necessary permissions on your account.
The Payee Details window displays the Payee tax status and the ePay status on the left side. The blue button at the bottom of the page will direct you to the next step needed to set up ePay, including filling out the Taxpayer Information.
You will not be enrolled to receive electronic payments until both the Tax Information and Electronic Payment Setup forms are completed and they are both verified as valid.
Updated 01/18/24
Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.
Payee Details - ePay Enrollment
ePay Enrollment may be filled out after completing the Tax Information form.
From the My Expenses page, select View Details to open the Payee Details screen. Then click the Enroll for ePay button on the left.
Once finished filling out the Electronic Payment Setup form, click Submit to save changes and submit the form.
You will need your bank's routing and account number. Below is an example of where you would find these on a check.
Once you submit the Electronic Payment Setup form
- It will take up to seven calendar days for the ePay indicator to update as verified or not.
- Every form submission will restart this clock.
- ISS will send our bank a pre-note which will confirm your banking information.
- This pre-note is a zero dollar transaction. You will not receive any electronic payment at this time.
- ISS will receive a notification from the bank that your information is verified or not.
- Your ePay status on the Portal will be updated with the appropriate status.
You will not be enrolled to receive electronic payments until both the Tax Information and Electronic Payment Setup forms are completed and they are both verified as valid.
Updated 01/19/24
Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.
Payee Details - Taxpayer Information
Before you can enroll in ePay, you must first complete the Tax Information form.
ACH regulations require that ISS knows that we are sending money to the correct person or organization. The way to do that is with a W-9, which is what our Tax Information form is.
Completing this form does not mean you will receive tax documents from ISS unless you are providing services that require a 1099. The IRS requires that ISS has proof of who you are so that we do not have to withhold money for taxes.
If you provide services that require a 1099, you must complete the Tax Information form in order to receive payment for those services.
From the My Expenses page, select View Details to begin enrollment.
Once the Payee Details window appears, click the blue Complete Tax Information button at the bottom right of the screen to begin filling out the Tax Information form.
ISS Staff are unable to assist you with the completion of your tax information form. Visit the IRS website at https://www.irs.gov/forms-pubs/about-form-w-9 for more information and contact your tax or accounting professional if you have any questions.
Fill out the form and select Continue on the bottom right to advance to the next page.
Complete the second page of the form. Once finished, click Submit at the bottom right of the page.
Once you submit the Tax Information form
The IRS will validate the information you provided on the form. If your information matches the IRS' records, your Payee Tax status will change to verified on the Portal.
This usually happens very quickly, but it does depend upon the IRS' e-Services availability, how many times you have tried to submit your information, and how many requests have been made from ISS that day.
You will not be enrolled to receive electronic payments until both the Tax Information and Electronic Payment Setup forms are completed and they are both verified as valid.
Updated 03/08/24
Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.
Tax and ePay Forms - Possible Errors and Messages
Electronic Payment Setup Form Message - Possible Processing Delay
Possible Processing Delay
An E-Pay processing attempt did not succeed. The system will auto retry but there may be a slight processing delay.
This means that the service the ISS Portal needs to submit your banking information to is currently busy. Your form submission has been received and there is no error. It will be sent as soon as connectivity is restored. There may, however, be a delay in your information being verified as a result.
Created 04/18/24.
Tax Information Form Error - Daily Limit
ISS is only allowed a certain number of requests per day across all our users. Therefore we had to limit how many attempts each user is allowed. If you get this error, you have reached that limit. If that occurs, you will have to return in 24 hours and try again.
If you keep trying after getting this error, you are resetting that 24 hour clock. You need to wait the full 24 hours before you try again.
Updated 03/22/24.
Tax Information Form Error - Duplicate TIN Matching Request
The IRS defines TIN as Taxpayer Identification Numbers. TINs are either an individual's Social Security Number (SSN) or an organization's Employer Identification Number (EIN).
The IRS defines a "duplicate" as either attempts with exactly the same TIN, or exactly the same Name, plus the same first five TIN digits. The IRS does this to prevent their TIN Matching service from being used inappropriately.
ISS is only allowed a certain number of "bad requests" per day across all our users so continued errors in submissions will cause you to not be able to complete this process today. If that occurs, you will have to return tomorrow and try again.
Updated 01/11/24