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ProPay (Heartland) Merchant Account

Information.

You must be a Super Admin to setup your payment gateway account.

Payment Gateway

  • To apply for a Credit Card Payment Gateway account, go to System Settings

  • Next click on System

  • Next click on Payment Gateway

School Type / Tax ID

  • School Type – If Private you will be required to add SSN (Social Security Number) and Tax EIN number to the application. This will be the primary owner of the Private School. If you are a Public School or charter you are only required to provide the Tax EIN number. 

  • EIN – This is the Tax ID. Format with no dashes XX-XXXXXXX will be entered as XXXXXXXXX

  • Merchant Category – Schools & Educational Services is a flexible category that covers K-12 education.

Why do they need my personal data?
On May 11, 2018, the U.S. Financial Crimes Enforcement Network (FinCEN) published its Customer Due Diligence Requirements for Financial Institutions, which includes an important new requirement to identify and verify the identity of beneficial owners of legal entity customers (a.k.a. the “Beneficial Owner Final Rule”), which was effective as of July 11, 2016. We are following the requirement of the USA PATRIOT Act, the Card Schemes (Visa, MC, Amex, and Discover), and per our sponsor bank - Wells Fargo. 

ProPay cannot establish a relationship with your business if this information is not provided. We need to fully verify the Authorized Signer on each account.

Account / Contact Details

  • Name and Birthday

  • School Email Address

  • Day Phone – School Phone Number Evening Phone – Personal / Cell Phone Number

  • SSN (Social Security Number) – If private school this is just used for ProPay to verify you are a real person.

For the main account holder you will be required to provide personal details

Personal Details

  • Address

For the main account holder you will be required to provide personal details

Business / School Details

  • Business Name – This will typically be the name of your school unless you have a Student Store or Activities account with a different name, then use that. This will probably match the name on your Bank Account

  • Doing Business As (DBA) – If your Legal business name is different then your DBA you can add that here.

  • Business Description – This is a short description as to what you are doing / selling

  • Monthly Bank Card Volume – What is the estimated amount you plan to do via Credit Card processing per month.

  • Average Transaction Amount – What is a typical transaction amount. 

  • Highest Transaction Amount – This is the most you would expect to have in a single transaction. This is used to set off alerts when a transaction is much higher then expected.

For the main account holder you will be required to provide personal details

  • Card Present – when a physical credit card is used, swipe, tap and mobile device (i.e. Apple / Google Pay)

  • Card Not Present Keyed – when a card is present, but you will use the keypad to enter the number. This will usually be a very small percentage.

  • Card Not Present Ecommerce – when a student or parent is using our online portal to either add student credit to an account or make a purchase on the portal

In this section you will need to share approximately how much of your charges will come from the 3 different types of payment options. The total must equal 100%.

  • Business Address – needs to match the address of the EIN

  • Business Type – Select the best match (see below)

  • Business Attestation (Ownership) – Set this for True if there are no additional owners that have controlling interest or more than 25% ownership. If there are 2 or more owners that own more than 25% of the organization, set this to False.

  • Public or Charter – school you will most likely be Municipality or Government Organization

  • Private – school will most likely be 501c3, or could be Corp, LLC or Partnership. Must match the EIN

Business Type

Bank Details

  • Account Country Code – At this time we are only allowing banks within the USA

  • Account Name – Please leave this as “Bank”

  • Account Number – Enter your banking account number here (this is secure)

  • Account Ownership Type – Is this a personal or business account

  • Account Type – Is this a Checking or Savings account

  • Bank Name – What is the name of your bank

  • Routing Number – What is the routing number to your bank

  • Terms and Conditions – Please read both ProPay and Heartland Terms and Conditions. Then check the box and click Submit

Bank Account Information

Account Successfully Created

  • After completing the application if successful you will see your Account and can start processing credit cards.

  • If you need to change your bank details, click Edit Bank Account to make changes.

Needs Additional Details

  • If you receive this message you will need to provide a copy of your drivers license and a utility bill for verification. Please check your email for further details.

Merchant Fess

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