Electronic Payments
Information about Electronic Payments (ePay) for expense reimbursements.
- Electronic Payments Enrollment Steps
- Electronic Payments User Information Security
- International / Non-U.S. Residents and Banks
- My Expenses Page
- Payee Details
- Payee Details - ePay Enrollment
- Payee Details - Taxpayer Information
- Tax and ePay Forms - Possible Errors and Messages
- Electronic Payment Setup Form Message - Possible Processing Delay
- Tax Information Form Error - Daily Limit
- Tax Information Form Error - Duplicate TIN Matching Request
- Tax Information Form Error - Special Characters
- Viewing My Expenses page as an Organization
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 mandatory.
- 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 04/08/25.
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
International / Non-U.S. Residents and Banks
You must have a U.S. issued Taxpayer Identification Number (TIN) and a U.S. bank in order to use ePay.
Please discuss your international status with the Self-Direction Coordinator assigned to your case so that we can get you setup correctly and avoid unnecessary delays and confusion.
Tax Information
The Tax Information Form on the Portal is an electronic W9 and requires either an individual's Social Security Number (SSN) or an organization's Employer Identification Number (EIN). If you do not have one of these TINs, then you cannot complete the Tax Information Form on the Portal.
ISS still requires a tax form on file for you. Please complete either a W-8BEN for an individual or a W-8BEN-E for an organization and send the form to the Self-Direction Coordinator assigned to your case.
The W-8BEN and W-8BEN-E are utilized by individuals and entities to assert their non-U.S. status, thereby establishing their exemption from certain U.S. tax withholdings.
For the forms and more information on them, visit the IRS website (https://www.irs.gov/) at:
- W-8BEN: https://www.irs.gov/forms-pubs/about-form-w-8-ben
- W-8BEN-E: https://www.irs.gov/forms-pubs/about-form-w-8-ben-e
ISS Staff are unable to assist you with the completion of your tax forms. Visit the IRS website at https://www.irs.gov/ for more information and contact your tax or accounting professional if you have any questions.
Bank Information
Our bank, JP Morgan Chase, does not offer Global ACH so we, unfortunately, cannot provide that service to our users.
You must have a nine digit ABA (American Bankers Association) routing number to sign up for ePay and complete the banking form on our Portal.
If you do not have a U.S. bank, you will receive your reimbursements via mailed check.
Created 04/08/25.
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 if your information is not verified. The icon on your Portal will be red.
- If we do not receive a failure, your ePay status on the Portal will be updated to verified. The icon on your Portal will be green.
Tips and More Info
- The Profile showing at the top of the form is automatically entered based on what ISS has in our system for you. That information is not sent to the bank.
- Your bank Account Number must be five or more digits long. Our form will not accept anything less than five digits. It must be all numbers.
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 07/02/24
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.
Tips and More Info
- The Profile showing at the top of the form is automatically entered based on what ISS has in our system for you. That information is not sent to the IRS.
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 07/02/24
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 in 24 hours and try again.
Updated 10/10/24
Tax Information Form Error - Special Characters
If you receive an error message that says:
Names must be less than 70 characters and may contain only letters, numbers, spaces, "&", and "-". For names with apostrophes, commas, or periods, omit those characters. (Example: "John O'Reilly, Jr." should be written as "John OReilly Junior")
See screenshot below:
The IRS only allows up to 70 characters for your name or your Organization's name.
The IRS will only accept letters, numbers, and the following special characters: spaces ( ), ampersands (&), and hyphens or dashes (-).
If your name or your Organization's name contains any other special characters such as commas, periods, or apostrophes, you need to omit those special characters.
Created 06/21/24.
Viewing My Expenses page as an Organization
If you have a corporate association that was submitted and approved, you will have permission to view your organization's My Expenses page.
From the My Expenses page, click on the Viewing as: drop down menu and select the organization that you want to review.
Once the organization is selected, the page will update so you can view the organization's details and expenses.
Not seeing your Organization?
If you do not see an association to an organization, please reach out to the Self-Direction Coordinator assigned to your case so they can assist you with the application process.
Updated 04/08/25.
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.