Administrator Guide

Beta Theta PiChapter Officers & Advisors

Administrator Guide

1. About this Guide

2. How Do Members Make Payments?

3. What Else Should I Know?

– Managing My Membership

– Billing

– Deposits

– Managing & Spending Funds

– Paying the General Fraternity

– Billhighway Prepaid Card

– Working With Your Budget

– Reporting

– Donations & Fundraising

– Collections

4. Billhighway Support and Resources

Table of Contents

What is Billhighway?

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 their membership. Billhighway is easy-to-use, eliminates the manual paperwork and is always in real time!

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 recommend against 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 from this link each time.

Billhighway Pricing Details

Payment Processing Fee: Billhighway pricing at the chapter level is in a tiered structure, meaning that the more that is billed, the lower the service rate. If you have questions surrounding the specific tier for your chapter, please email our support team at betasupport@billhighway.com.

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

About This Guide

All invoices are sent via email to members. Billhighway will email a member’s invoices to the email address reflected in their account. Members can add a parent email address to their profile through my.betathetapi.org so that they also receive a copy of these invoices.

Officers select the day they would like bills to be sent and the charges are due 14 days later.

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 the bill online, by phone or mailing it 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 system1.866.BILLHWY (866-245-5499)

Pay by Mail:BillhighwayP.O. Box 638207Cincinnati, OH 45263-8207

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.

Late Fees: Billhighway will assess a 3.5% late fee, with a minimum amount of $1.00, on all invoices that are over 15 days past due.

Credit and Debit Card Options:Members can pay by credit or debit card online or by phone. Beta accepts all major credit card providers. The chapter will be charged 2.45% of the transaction amount for these payments. This is a merchant fee charged by the credit and debit card companies for their service.

How do Members Make Payments?

Managing My Membership

Where can I find my member roster?You can locate the member roster from (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 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 my.betathetapi.org.

Changes to existing member accounts should be made in My.Beta and 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 My.Beta. 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 any new members 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 from My.Beta. Any adjustments to administrative access must be made in My.Beta, which will then be reflected in Billhighway on the next business day.

What Else Should I Know?

Billing

I see two billing tools – Scheduled Fees and Other Fees – how do I know which to 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, e.g., New Members, Existing Members, In-House, Out-of-House, etc.

The other fees billing feature can be used for any type of fee. It is frequently used for miscellaneous items, e.g., events, t-shirts, etc.

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 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 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 Standard Time 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 invoice 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.

What Else Should I Know?

Deposits

Our Chapter has received cash during an alumni fundraiser. 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 mail it, along with a completed deposit slip, to our processing center.

Click for Video: How to Enter 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 > Enter Deposit).

• Member payments cannot be deposited through this feature, as it will not give them credit for making their payment.

• 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.

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). This feature will help you change chart of account categories for specific transactions. For detailed instructions, search “coding errors” in the Billhighway Knowledge Base.

What Else Should I Know?

Managing & Spending Funds

Billhighway Check StockYou will be using Billhighway check stock to print checks for your vendors. Additional check stock can be ordered at any time (click here for a video tutorial). Included with the check stock will be printing instructions as well as the ability to test before you actually print checks.

Click for Video: How to Create Checks

One of our members purchased something for the chapter. How do I reimburse him 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

What if a member prefers a credit to his Billhighway account?Issue a credit to your member’s Billhighway account (Cash In > Billing Credits > Credit Entry).

Click for Video: How to Credit Members

What Else Should I Know?

How do we pay the General Fraternity?

Send Money allows for the electronic transfer of funds between chapters and organizations that use Billhighway. This can also be used to your pay your National Headquarters.

To send funds using Send Money go to Cash Out > Send Money > Send Money.

Step 1: Select the cash account you would like the funds to pull from and the vendor.

• If the desired vendor is not listed you can select “Add a new vendor”. Try searching by: Organization, University, or the Greek letter designation. Once you have located the correct group, select “Add”.

Step 2: Enter a description for the transaction and select the Billing Period. It is important to enter a detailed description so the group receiving the funds knows what it is for.

Step 3: Enter the amount and reporting category that best reflect the reason for the Transaction.

Step 4: Before submitting the Send Money Transaction you can review all details.

The primary contact information for the group you are sending the funds to will appear for your records. This person will receive a confirmation email once the funds have been submitted successfully.

*Please Note: If your organization requires approval for Send Money, another administrator will need to approve the request before the funds can be sent.*

How long does it take for the funds to be sent when using Send Money?Money sent within your organization to other chapters will show instantaneously. Sending Money to your headquarters and to different organizations, will take about one business day. If your organization requires Send Money approval, the funds will not be sent until the request is approved by the appropriate administrator.

I need to approve a Send Money Request, what do I need to do?Send Money Requests can be approved at Cash Out > Send Money > Send Money Approval.

Send Money

Billhighway Prepaid Card

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. You’ll get the same 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.

Authorized administrators can load the card with pre-approved amounts to spend anywhere in the U.S. where credit cards are accepted - online, by phone, or in stores. Authorized administrators will only be able to spend the amount of money loaded on the card.

The fee for ordering a card is $4. The fee to replace lost or stolen cards is $15. Still have questions? Check out the chart below to answer your organization’s specific questions!

What Else Should I Know?

Who can order a prepaid card?

Chapter Officers, Advisors and

Recruitment Chairs

How to Order a Billhighway Prepaid

Card?

Who can load my card?

You – The cardholder How to Load a Prepaid Card

Who can approve load requests?

Chapter Officers, Advisors, and CPA’s

How to Approve a Load Request

Who can code the card transactions?

Chapter Officers and 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

through Billhighway

How to Cancel a Card or How to Report a Card Lost or Stolen

What is my card limit and how do I view my

balance?$3000

How to View Your Prepaid Card

Balances

Still Have Questions?

Billhighway Prepaid Card FAQ’s

Working with your Budget

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 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 within

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).

What Else Should I Know?

Reporting

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 and 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.

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 and other fees. This report can:• Filter by billing period and type of invoice.• Review amount billed; chart of account selected; dates created, sent, and due;

status of invoice; number and names of members who received the 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 that point in time.

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

What Else Should I Know?

Donations & Fundraising

How does collecting donations work through Billhighway?• Billhighway enables you to create a custom fundraising web link that you can

distribute 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 alumni stay connected to your chapter’s current efforts.• Collect fundraising and philanthropy donations from anyone, anytime, anywhere. • Easily and efficiently promote your campaign by sharing your web link on your chapter

website, via email, on Facebook and Twitter and through other social media.

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

Click for Video: How to Create a Fundraising Campaign in Billhighway

Collections

Can Billhighway help us with collection services?Yes, Billhighway partners with a trusted collections service provider. We can send past due accounts to collections on the chapter’s behalf.

How do I send a member to collections?Complete this form and email it to betasupport@billhighway.com.

Billhighway will supply the information to the collection agency who will manage the communications to the delinquent party. There is a $25 charge to your group for each member that is sent to collections. When the member pays their debt in full, the chapter will be reimbursed the collections fee.

PLEASE NOTE: Delinquent members are only sent to collections if you request this process to begin by completing the template attached above. Billhighway will not begin this process without the chapter's prior authorization.

What Else Should I Know?

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.

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

By Email: Prioritized Administrator Support: betasupport@billhighway.com

Support for Members/Parents: support@billhighway.com

By Phone: 1.866.BILLHWY (866-245-5499)

Billhighway Support Resources