Administrator Guide

Alpha Phi Chapter Officers & Advisors

Administrator Guide

Table of Contents

What is Billhighway? Page 3

What Should I Expect? Page 4

Managing My Membership Page 5

Member Payments Page 6

Billing Type Setup Page 7

Creating Bills Page 8

Deposits Page 9

Billhighway Checks Page 10

Billhighway Prepaid Card Page 11

Budgets Page 12

Reports Page 13

Donations & Fundraising Page 14

Collections Page 15

Billhighway Support Resources Page 16

Billhighway is a web-based tool that allows you to integrate your group’s financial process into one easy-to -use system. Billhighway was designed to help member-based organizations manage finances, budget, bill members, collect funds, and manage membership. Billhighway is easy-to-use, eliminates the manual paperwork, and is always in real time!

Bill & Collect – Systematically!

More Payment Options

Real-time Account Information

Easy-to-Use Reports

Financials In Sync

No Manual Budget Entries

Sync with Alpha Phi Database

Your Checkbook is Balanced for You!

Tax Statement Documentation

Long Term Record Keeping

Collections Support

Training & Support

No Need to Transfer Bank Signors

What is Billhighway

• Your account is already setup! You will receive an email with login information.

• Your chapter’s roster and all member information is already loaded into your account. Please be sure to review that it is correct.

• Billhighway will send monthly email statements to members which summarizes the charges you

create. If a parent’s email has been added as the secondary email on the Alpha Phi website, they can opt to receive a copy of the statements too!

• Members will be responsible for sending payments directly to Billhighway by using online

payment options, mail, or phone. • Members can login to their personal Billhighway accounts regularly to check their balances,

statement history, and payment history.

Billhighway Pricing Details • Monthly Maintenance Fee - $20

• Payment Processing Fee – 1.3% on member payments received

• Merchant Fee – 3% charge for member payments made by credit/debit card (this is a pass

through fee issued by the credit card providers)

There are no additional charges for deposits made, checks created, or bills sent to members.

How to Use This Guide • Quickly find answers to your Billhighway questions • Use as a supplement to the Billhighway Knowledge Base • Refresh your memory on Billhighway tasks you do infrequently

Please Note:

The Billhighway Administrator Guide is intended for use as an online resource. Because content is subject to updating at any time, we do not recommend printing or saving this document. In order to ensure you are accessing the most up-to-date content, please bookmark or save the following link as a favorite and access this guide directly from this link each time.

What Should I Expect?

Where can I find my member roster? You can locate the member roster through your Billhighway account by navigating to the tab (My Organization > Members > Member List). The member list can be filtered by Member Type and/or Member Status. Use the Member List to easily see your roster and view profile detail for individual members. Click Here for Video: How to Use the My Organization Tab

How do I update my member roster? All member information is loaded directly into Billhighway from the Alpha Phi Officer Portal.

Changes to existing member accounts, including Member Status, should be made in Officer Portal. The information will be imported into Billhighway on the next business day. This process enables you to make all updates in one system and avoid spending extra time on double entry.

How do I add a new member? All member information is loaded directly into Billhighway from the Alpha Phi Officer Portal. As new member records are added, the information will be automatically imported into Billhighway on the next business day. This will create the new member Billhighway account(s), and the new member(s) will receive a “Welcome to Billhighway” email with instructions for accessing their account.

How do I add or remove administrative access? Access levels are automatically imported into Billhighway based on who is designated as an officer/adviser in the Alpha Phi Officer Portal. Changes made in Officer Portal will be reflected in Billhighway on the next business day.

Managing My Membership

All statements are sent via email to members. Billhighway will email a member’s statement to the email address reflected in Officer Portal. Members can add their parent’s email address to their profile from the Alpha Phi website so they also will receive a copy of these monthly statements. Monthly Statements are sent on the 1st of every month, and corresponding charges are due by the 15th.

Do not collect member payments. To ensure a payment is allocated to the right account, all

members must pay their dues directly to Billhighway. Each member is responsible for paying her bill online, by phone, or by mailing payment to the Billhighway processing center.

Pay Online We accept payments online by check, debit or credit card, and automatic payment draft. Use Pay Now for quick and easy payment access!

Pay thru Facebook: Pay dues while on your Facebook account through our Facebook payment application.

Pay by Phone: Use Billhighway’s automated phone payment system 1.877.333.6007

*Pay by Mail: Billhighway Alpha Phi International P.O. Box 637700 Cincinnati, OH 45263-7700 *E-Check is recommended for faster processing.

Payments made by mail must have a remittance slip attached and the account number written on the check. Payments by mail typically take 5 business days to be processed. If you do not include a remittance slip your payment could be delayed. Remittance slips can be found on the bottom of your monthly statement.

Late Fees: Billhighway will assess a 3% late fee, with a minimum amount of $1.00, on all charges that are over 15 days past due.

Credit and Debit Card Options When members make a payment by credit or debit card, the chapter will be charged 3% of the transaction amount for credit and debit card payments made by members. This is a merchant fee charged by the credit and debit card companies for their service. Your chapter will save money by encouraging members to pay online via e-check instead of a credit/debit card.

Member Payments

Billing Type Setup can be located by logging in to your Billhighway account and navigating to My Organization > Members > Billing Type. Our Billing Type Setup data grids provide you with a framework for creating and updating your billing information. Here are a few tips to help you along the way. Adding New Information Click on Add a New Item to create a new row at the bottom of the grid. Click on the field of your new row to enter and edit information. Select Submit to save. Editing Information To edit the information in a field, click directly into the field, and make your changes. To save your changes, you must click the submit button. Deleting Rows To delete a row, click on the empty space to the left of the first column. This will highlight the row. • Press the delete key on your keyboard to delete the row. • If that row cannot be deleted, an error message will appear describing why. To save your changes, you must click the submit button. If you do not click submit after deleting a row, the row will remain in the grid.

• Collegian • Collegian Payment Plan • New Member • New Member Payment Plan • Fall, Winter, or Spring Abroad Member • Live In Member • Live Out Member

• Spring Abroad Member • Associate Member • Senior Member (for those chapters who

have reduced fees for seniors) • Transfer Student (for those chapters who

have member transfer mid-year from another Alpha Phi chapter)

Alpha Phi Recommends Using the Following Billing Types:

Editing Tips: • Fields with a white background can be edited • Fields with a gray background cannot be edited

Billing Type Setup

I see two billing tools – Scheduled Fees and Other Fees – which do I use? Scheduled fees are typically used for the standard fees that each member needs to pay, such as chapter dues or room & board. Before billing Scheduled Fees, separate your chapter members into categories called Billing Types (My Organization > Members > Billing Types). All members assigned to a specific Billing Type will be billed the Scheduled Fees you set up for that Billing Type, such as International fees, chapter dues or room & board. The Other Fees billing feature can be used for any type of fee. It is frequently used for miscellaneous items, such as events or t-shirts. Other Fees can also be used for one time fees that need to pay paid in a particular month such as house/chapter bond or a security deposit.

How do I create Scheduled Fees? Go to (Cash In > Create Scheduled Fee). Here’s a video tutorial. If you need additional help, please visit the Billhighway Knowledge Base and search “create scheduled fees.” Click Here for Video: How to Create Scheduled Fees

How do I create Other Fees? Go to (Cash In > Create Other Fee). Here’s a video tutorial. If you need additional help, please visit the Billhighway Knowledge Base and search “create other fees.” Click Here for Video: How to Create Other Fees

I’m new at this – are there any billing tips I should know? • Invoices that are not paid in full by the end of the grace period will be assessed a late fee. • Invoices must be created by 11:59 pm Eastern two days before the send date. • Other fees post to member accounts within the hour that they are created. Members can make

a payment to these fees before the statement is even sent.

Help! I made a billing mistake. How do I fix this? You can cancel fees, either scheduled fees or other fees, for individual members (Cash In > Fee Cancellation > By Member) or an entire billing type (Cash In > Fee Cancellation > By Billing Type). For step-by-step directions, simply search the Billhighway Knowledge Base for “cancel fees.” Once the fees have been cancelled, you can create new fees if necessary.

Note: It is very important to separate fees when billing. International fees should be entered separately from chapter dues or room/board, etc. Do NOT enter a lump sum and call it “chapter dues” when there are International fees or Housing fees included.

Creating Bills

We collected donations at our recent event. Some of the funds are in cash. How do I deposit this into Billhighway? Do not mail cash to the processing center. Please obtain a cashier’s check or money order and follow the instructions below for depositing a cashier’s check or money order. How to Mail a Deposit What about checks? Can I deposit those online? Some types of checks can be processed electronically. To determine if your check can be processed electronically go to Cash In > Deposit > Online Deposit. • Click on the link found under “IMPORTANT: Some deposits cannot be made online. Click

here to find out if you can make this deposit.” • Select the appropriate check option from the drop-down menu.

• If the check can be deposited online, close the window and proceed with your deposit. • If the check must be deposited by mail, you will complete the deposit wizard in order

to create the deposit slip that needs to be printed and included with the funds. Please allow up to 5 business days for a mailed deposit to appear in your Billhighway account balance. The correct mailing address with appear in Step 3 and will also print on the deposit slip.

What if I need to deposit a money order or cashier’s check? Money orders and cashier’s checks must be mailed to the processing center along with a completed chapter deposit slip. • You can locate a deposit slip and the correct mailing address by going to Cash In > Deposit >

Mail Deposit. Complete the deposit wizard to create the deposit slip that needs to be printed and included with the funds. Please allow up to 5 business days for a mailed deposit to appear in your Billhighway account balance.

Which budget categories should I use for my deposit? All budget categories are provided by Alpha Phi. If you are unsure of the appropriate budget category to select, please contact your chapter’s financial advisor. I made a mistake and deposited to the wrong budget category. Can I fix this? You can recode deposits, vendor checks, and member reimbursement checks by using Coding Errors by Transaction (Other Tools > Coding Errors > By Transaction). For detailed instructions, search “coding errors” in the Billhighway Knowledge Base.

Deposits

How Do We Pay Alpha Phi International? You can pay Alpha Phi International invoices in the same manner as you would pay a vendor. Alpha Phi International should be paid by printing and mailing them a check, just as you would a vendor. • To create a new check, go to Cash Out > Checks > Check Entry > Vendor Check • Select the Cash Account & Vendor (if you have multiple cash accounts, you will need to select

the appropriate one here) Click Next • Enter Check Details (enter the check number, enter a memo or reason for the check, select a

billing period) Click Next • Enter Check Amount (select the reporting category by clicking Add Row and select a reporting

category for the check, enter an amount, *if you need to add an additional reporting category than click Add Row again) Click Submit

• Print the Check – (Cash Out > Check Printing > Print Check) (you will only be able to print your check once the appropriate administrator approves it)

Paying Other Vendors by Check You will be using Billhighway check stock to print checks for your vendors. If you need to order additional check stock, you can do so anytime by going to Cash Out > Order Checks. Note: Check stock cannot be mailed to a PO Box, so please be sure to use a different address when placing your order. Click Here for Video: How to Create Checks

One of our members purchased something for the chapter. How do I reimburse her for the expense? You can create a reimbursement check for your member (Cash Out > Checks > Check Entry > Member Reimbursement). • Code the expense to the appropriate expense budget category • Member reimbursement checks follow the same check process as vendor checks

How do I move funds from one cash account to another? To transfer funds from one cash account to another, go to (Other Tools > Transfer Funds). i.e. If you would like to transfer funds from your General Checking account into your Savings account, you would initiate this “Transfer Funds” feature above.

Billhighway Checks

What is the Billhighway Prepaid Card? The Billhighway Prepaid Card is an alternative to writing checks as a way to access funds from your chapter’s Billhighway account. The program provides the security and accountability practices that the current Billhighway check program offers with the flexibility to purchase items or pay expenses in a more convenient manner.

How does it work? Authorized administrators can load the card with pre-approved amounts to spend anywhere major credit cards are accepted – online, by phone or in stores. Authorized administrators will only be able to spend the amount of money loaded onto the card.

What are the associated costs of the program? The fee for ordering a card is $4. The fee to replace a lost or stolen card is $15.

Who can order a prepaid card?

Financial Officers, Advisors, Director of Recruitment & VPMR

How to Order a Billhighway Prepaid

Card

Who can load a prepaid card?

The cardholder How to Load a

Billhighway Prepaid Card

Who can approve load card requests?

Financial Officers, Advisors, Director of Recruitment & VPMR

How to Approve a Load Card Request

Who can code the card transactions?

Financial Officers & Advisors

How to Code Prepaid Card Purchases to Your

Budget

What if my card is lost or stolen?

Call the Prepaid Card Service Center or report

within Billhighway

How to Cancel or Report a Prepaid Card

Lost or Stolen

What is my card limit/balance?

$5,000 How to View Your

Prepaid Card Balances

Still Have Questions? Billhighway Prepaid Card FAQ’s

Billhighway Prepaid Card

What is a budget? Your budget is a financial planning tool for the fiscal year. The budget helps you forecast: • How much money (overall revenue) your chapter expects to bring in • Where the money will come from (sources of revenue) • How much money you expect to give and spend (overall expenses) • Where the money will go (anticipated breakdown of expenses)

Why is a budget important? A budget establishes a benchmark that you can compare against your actual numbers. Frequently referring to your budget can help you determine whether you are bringing in as much money as you planned and help you control your spending. You will probably find some instances where the actual numbers are quite different than what you had planned. This is valuable information to use when formulating the next year’s budget. Click Here for Video: How to Enter Budget

What else should I know about budgets in Billhighway? • Revenue and expense accounts are tracked separately • Your organization establishes the Chart of Account selection available on Billhighway • Budget categories are not cash accounts. Funds accrue in and are spent from your Billhighway

cash accounts, e.g., General Checking, which are available from your home page. • The Budget Variance Report provides a real-time comparison of what was budgeted against

what actually occurred in each account category. To access the report go to (Reports > Online Inquiries > Budget Variance Report).

Budgets

Here are a few hints and tips to navigate your reporting library.

Reports Best Practices • Periodically review these specific reports to ensure your chapter is on track • Double check the date range or time period to make sure it matches the timeframe that

you are trying to view • Many Billhighway reports can be exported to Excel.

Transaction Reports contain detailed information about chapter checks, deposits, member

charges, payments, and credits. • Use the Modify Columns feature to get just the right amount of information. • Click on any column heading to sort results or click on the funnel icon to filter your results. Note: The Checks report under transactional reports should be used frequently to verify that a member’s check has cleared as well as provide the clear date.

Online Inquiries provide quick service reporting. Key reports include: • Budget Variance: Compare budgeted amounts to actual amounts. Click on the green

category name to view details about each transaction. This report can be exported to Excel. • Member Balances: A comprehensive tool that lists the amounts billed and collected for

each member. The report can be filtered by billing period, member status, fees, credits, and cash account.

• Billing Inquiry: See a snapshot of all Scheduled Fees and Other Fees. This report features: • Filter by billing period and type of invoice • View amount billed, chart of account selected, dates created, dates sent, dates due,

status of invoice, and members (names and numbers) who received an invoice.

Financial Reports are available by month and provide a complete summary of your

account. • The Income Statement provides a summary of revenue, expenses, and net income for a

period of time. This can help you evaluate your chapter’s financial health during the period of the report.

• The Balance Sheet summarizes assets, liabilities, and fund balance (owner’s equity) as of a specific date. It can help you evaluate your chapter’s financial health at a particular point in time.

• A primary factor in your chapter’s financial health are members who pay on time. Use the Member Aging report to quickly view which members are falling behind and help them get caught up!

Reports

How does collecting donations work through Billhighway for Alpha Phi? • Chapters will be able to use the Foundation’s URL for major Foundation philanthropy events.

• This URL should only be used for funds solely collected for the Foundation such as auction items or raffle ticket income.

• The Foundation will not be issuing reimbursements with any costs associated with a fund raising event.

• Chapters will be able to use their own chapter specific URL for collecting money for chapter specific events (i.e. parent’s weekend tickets or tickets to Red Dress Gala).

• This URL should be used for items in which a portion of the funds collected is used to offset costs for the event.

• Once your costs have been offset the remaining dollars collected can be transferred to the Foundation by writing a Billhighway check.

• Philanthropy donations web-link URLs can be distributed to potential donors, giving them a quick and easy way to contribute to your fundraiser.

• This is an optional feature that your chapter can choose to utilize. • A processing fee of 3.5% will be deducted from all donations received through this

functionality.

How will Billhighway’s Donations feature enhance our current fundraising efforts? • Help alumnae stay connected to your chapter’s current efforts. • Collect philanthropy donations from anyone, anytime, anywhere. • Easily and efficiently promote your campaign by sharing your web-link on your chapter website,

in emails, on Facebook and Twitter, and through other social media. • Use this feature for such things as selling tickets for the Red Dress gala, auction items, raffles,

and more.

How do I create my chapter’s link? Go to Other Tools > Collect Donations.

Click Here for Video: How to Create a Fundraising Campaign in Billhighway Click Here for Video: The Donor Experience Click Here for Video: Reports for Fundraising

Donations & Fundraising

How do I send a member to collections? Alpha Phi Headquarters has partnered with a separate Collections Agency to provide these services. For additional information on how to send a member to collections, please contact Kary Huffman at khuffman@alphaphi.org.

Collections

Billhighway Knowledge Base: This library of online help documents, media files and short demonstration videos provides the assistance you need in just a click of a button - available 24/7.

Prioritized Administrator Support: Billhighway offers a Client Care team of prioritized support for the administrators of your organization. This includes training, additional support on Billhighway features, and proactive communications throughout the year.

Who do I Contact at Alpha Phi with Alpha Phi Specific Questions? • Kary Huffman – (847) 556-8812 – khuffman@alphaphi.org

Client Care Hours: Monday – Friday from 9:00 a.m. to 7:00 p.m. EST.

By Email:

Prioritized Administrator Support: apsupport@billhighway.com Support for Members/Parents: support@billhighway.com

By Phone:

1.866.BILLHWY (866-245-5499)

Billhighway Support