Business practices dictate accurate and timely payment processing and reconciliations. It is important to ensure your unit business practices are consistent with the standards described below.

As a security measure, REPORTER will not allow individuals to enter payment on their individual personal registration(s)
Multiple and partial payments are accepted
Group (administrative) payments are also accepted
Recommended acceptable forms of payment through REPORTER:

Online Credit Card
Check
SUB
Wire Transfer

Navigation

Home ➡️ Finance Tab ➡️ Orders Tab ➡️Find/Select Order ➡️ View Details ➡️ Apply Payment

After searching for and selecting your order number, click View Details:

At the top of the Order Details page, select the “$ Apply Payment” button, and apply the payment to the order.

Live demo of the navigation

CHECK PAYMENTS

Before entering payment by check in REPORTER, follow the university’s check acceptance procedures to appropriately process and deposit payment(s) received by check.

Checks should be made out to, “NC State University [and the specific department]”
REPORTER standardized check payment entry

Select “Check” as the payment type
Enter the date the check was received
Enter the check number
Enter the payer’s name on the check
Enter payer’s address as such: Street or PO Box, City, State, Zip Code
Enter amount of check (in USD), even if the amount is different than the amount owed for the order
Note in the comments any relevant information associated with this transaction that will be helpful for future audit review and reconciliation
You may also upload documents associated with this transaction in the Payment Summary section

WIRE TRANSFER

The most efficient and cost-effective way to receive payments from foreign sources is by credit card or wire transfer. To arrange a foreign wire transfer, contact the Controller’s Office, Cash Management Services

There are no transaction fees associated with this type of funds transfer; the state of North Carolina pays the transaction fees
REPORTER standardized wire transfer payment entry

Select “Other” as the payment type
Enter the date the wire transfer was received
Enter the wire transfer/routing #
Enter amount of the transfer (in USD), even if the USD amount is different than the amount owed for the order
In the Comments Box:

Enter “Wire Transfer”
Enter the financial institution name on the transfer: example, Citibank, Denmark Branch
Enter Address: Vesterbrogade 1L, 5, Copenhagen, Denmark, 1620
SWIFT/BIC Code: example, CITIDKKX [enter the bank code, country code, location and branch codes]. These codes are unique identification codes for both financial and non-financial institutions
Add any relevant information associated with this transaction that will be helpful for future audit review and reconciliation.
You may also upload documents associated with this transaction in the Payment Summary section

Interdepartmental Sales Transaction (IDS) - NC State Project ID

When completing a registration with a cost, you are now able to pay with an NC State Project ID (and phase if applicable) when checking out in the cart, and also as a Pay Later option.

About Interdepartmental Sales Transactions

Interdepartmental sales journals are used to record transactions between projects for internal sales and service activities. For REPORTER, IDS are used to transfer payment for registrations for a campus unit to another campus that is conducting the course or event.
First, an order (registration) must be posted in REPORTER with Pay Later selected as the payment option, if the campus unit of the registered employee(s) is paying for the course or event.
IDS’s are initiated through the IDT system outside of REPORTER. The department providing the course or event (service) starts the process by recording the necessary information for the charge including the project ID and account number for both sides of the transaction and explaining the charge (REPORTER registration).
The IDT system is OUC (Department ID) security-driven and provides for the customer department the ability to change the project ID and/or account numbers if necessary, and to either approve the transaction or recycle it back to the billing department. The OUC security used by the IDT system limits individual journal entries to only two OUCs; one for the billing department and the other for the customer department. Billings to multiple OUCs will require individual IDS entries for each customer department.
Once approved by the customer department, the entry is routed to University Accounting for review and approval to post. Entries requiring changes will not be changed by University Accounting, but instead be recycled to the billing department with notes as to the required change and will begin the approval process all over again. Once approved by both departments and University Accounting, the expense and revenue amounts associated with the entry are posted during the overnight batch processing.

Enable Internal Payments

In Order to have access to have participants pay with an NC State Project ID (and phase if applicable), you must first obtain access from REPORTER’s business officer. (Please email reporter_support@ncsu.edu for information on obtaining access.) Once you have the Internal Payment option made available to your department, you can enable the ability to pay with an NC State Project ID in the Financial section of the Instance (in edit mode).

Pay Now with an NC State Project ID

To pay for a course in REPORTER with an NC State Project ID (and phase if applicable), you must select “I will pay now with an NC State Project ID” from the Payment Option Dropdown and click Checkout.
In your Cart Order Summary, you need to attest to supervisor approval to use a Project ID. After entering the Project ID (and phase if applicable, a green checkbox will appear verifying that the ID is correct and will then list the name of the department associated with the ID. Select Checkout to complete your registration and view your Order Summary.

Posting Payment with a Project ID

Select “I will pay later” in the Payment Option dropdown, and then click Checkout to complete your registration and proceed to your Order Summary.
You will see a Notification on the Order Summary page stating that you still need to pay for the Course.
To pay for the course, you can either select My Orders from the My Account Dropdown to proceed to paying with the Project ID, OR you can click the Pay button that appears on your Dashboard Home page under Upcoming Courses.
Please attest that you have approval from your supervisor to use this Project ID by checking the Yes box. After you enter a valid Project ID (and phase if applicable), a green checkbox and the name of the department associated with the Project ID will appear. Select “Pay with Project ID” and you will receive a confirmation of successful payment.

Entering Payment for Pay Later Order

Pay Later Navigation: Finance Tab ➡️ Select Order ➡️ Click View Details ➡️ Click View Payment Info ➡️ Post Payment Box:

Click: Navigation with screenshots for a step by step how to.

Posting Payment an IDT/SUB

Once you have found the Order, the navigation is: Select the Order> View Details> $ Apply Payment> Select NC State Project ID from the Post Payment Dropdown

Enter the Project ID (with phase if applicable) and the amount, and click Save. You may also add any comments pertaining to this payment

Posting Payment with Cash

Typically, cash is not an acceptable payment option; however, if your business unit does accept cash payment(s), then you must follow the university’s cash acceptance procedures to appropriately process and deposit payment(s) received by cash

Cash receipts must be officially recorded on a cash register, approved validating equipment, or in official pre-numbered receipt books.

REPORTER standardized cash payment entry:

Select “Other” as the payment type
Enter the date the cash was received
Enter the cash register transaction ID or receipt book #
Enter the name of the payer noted in the receipt book or cash register ID information
Enter payer’s address as such: Street or PO Box, City, State, Zip Code
Enter amount of the cash, even if the amount is different than the amount owed for the order
In the Comments Box:

Enter “Cash” or “Cash Payment”
Enter name of payer as noted on cash receipt
Add any relevant information associated with this transaction that will be helpful for future audit review and reconciliation. In this case, contact information would be helpful as well as the reasons why cash was accepted as a type of payment.
You may also upload documents associated with this transaction in the Payment Summary section, such a copy of the cash receipt

Posting Payment with a Check

REPORTER standardized check payment entry:

Select “Check” as the payment type
Enter the Check Number
Enter the Name on Check
Enter the Address on Check
Enter the Check Amount
Optional Fields are the Deposit Slip Number and any Comments

Posting Payment with a Credit Card

In order to comply with Payment Card Industry Data Security Standards (PCI-DSS), NC State University Credit Card Policies, as well as good business practices related to the handling of our customers' credit card information, the following have been established:
Policies and Procedures for Maintaining Compliance

Only trained, authorized personnel are allowed to transact/process credit card sales and payments

All authorized personnel must sign the Credit Card Security Agreement before working with cardholder data. The Agreement must be reviewed and signed annually
Unauthorized persons are not allowed unaccompanied access to areas where credit card data is stored or processed. Ex: Maintenance and janitorial staff should not be permitted in secure areas unaccompanied
Credit card data will be treated as confidential. Cardholder data should not be left out on desks or in open areas when not needed. Even if leaving the desk for a short period, staff should keep material in a folder and lock the folder in the desk when they leave temporarily or lock their computer screen.
Data that is not absolutely necessary in order to conduct business will not be retained in any format (e.g., paper or electronic). If absolutely necessary, data is collected and then immediately shredded in a cross cut shredder after the credit card transaction has been completed.
Credit Card account numbers will be masked if and when displayed (i.e., no more than the first six and last four digits of the credit card numbers).
Physical and virtual access to records will be restricted to staff with a "business-need-to-know". Business unit staff with access to a POS terminal is limited to a “ business need to know” basis.
Gift cards may not be used for payment
Declined Authorizations & Expired Credit Cards: If the customer’s credit card is declined; ask them to provide another form of payment
REPORTER uses a 3rd party payment provider

Business unit staff should not act as the customer and input their data for them.
If it is necessary to provide this service: transactions must be processed on a separate (isolated) payment terminal (reference the Offline section below)

Online

Credit Cards Accepted:

MasterCard
Visa
American Express
Discover Card

Participants register and then select Pay Now or Pay Later in their Shopping Cart
Payment is automatically posted to the order in REPORTER.

Reference the REGISTRATIONS - PAY LATER/PAY NOW PAYMENT - How it Works for more information and screenshots.

POS Terminal

Use of an approved POS Terminal for REPORTER registrations must have been requested and approved by the AOE Business Office and the University Controller’s Office.
The use of a POS Terminal is to accept offline credit card payments for REPORTER application using REPORTER’S merchant ID.
REPORTER standardized POS Terminal payment entry

Select “POS Terminal” as the payment type
Enter the date the POS Terminal transaction was completed
Enter the POS Terminal authorization/sequence number
Enter the amount of transaction (in USD) and it should be exactly the amount owed on the order
Note in the comments any relevant information associated with this transaction that will be helpful for future audit review and reconciliation
You may also upload documents associated with this transaction in the Payment Summary section

NelNet Correction

Used for posting payments and refunds where NelNet returns an invalid order number during the Nelnet payment process
Before posting the payment in REPORTER, the invalid order must be reconciled. The business unit must update the order number with the payment. The participant is registered for the course; however, REPORTER is unable to match the order number to the payment.
Go to the Finances tab, Invalid Order Numbers tab

Search for the correct order number and post the payment as noted below:
REPORTER standardized NelNet Correction payment entry
Select “NelNet Correction” as the payment type
Enter the date the of the Nelnet transaction
Enter the Nelnet Transaction ID
Enter the amount of the transaction
Note in the comments any relevant information associated with this reconciliation and transaction that will be helpful for future audit review and reconciliation
You may also upload documents associated with this transaction in the Payment Summary section
FINAL STEP: Go to the Invalid Order Numbers tab and delete invalid order(s) once reconciled and payment posted.

Bluefin

Use of an approved Bluefin device for REPORTER registrations must be requested and approved by the AOE Business Office
Bluefin devices are PCI compliant and offer a higher level of security than POS Terminals. To learn more about the available of Bluefin devices please email Reporter_support@ncsu.edu

Paying for an order with a Bluefin Device

Select the order you wish to pay on the Finance tab > Orders page.
Click the “Pay with Bluefin” button.

Click Continue.

Ensure that your Bluefin device is plugged in to a USB port on your computer and click “Launch Reader”.

Swipe the card or enter the card number on the device. If entering the information, you will also be asked to enter the expiration date, street number and zip code.

Enter the card holder’s name.

Confirm that you are not a robot and click Continue.

Confirm the credit card information and click Continue.

Financial Admin View

The Order Owner is updated to the person completing the payment, the order is marked paid and the Order Summary is emailed.

Nelnet sends the update to REPORTER with the confirmation number, date/time and amount paid.

Financial Liaison View

Nelnet indicates that the payment was made with a Bluefin device.