1 ePayments Training Presentation Last Updated April 2010.

1 ePayments Training Presentation Last Updated April 2010

2 When does ePayments become Mandatory? Primary Term payments became mandatory effective July 1, 2009 Continuation payments became mandatory effective October 1, 2009 It is expected that Online Refunds will become mandatory sometime in 2010.

3 What is ePayments? Facilitates payment of annual fees and rentals on sub-surface, petroleum and natural gas titles Surface payments are managed by the Integrated Land Management Bureau in Fort St. John. They will not be included in the ePayments system at any time. Is a web-based application that facilitates online payment using Pre-Authorized Debit functionality.

4 What is ePayments? ePayments is NOT an Auto-Debit system. Clients initiate all transactions to their bank accounts. The Ministry worked extensively with the Industry Work Group, including Data Vendors, to develop Phase 2 requirements. We incorporated many of the Groups ideas to provide as much flexibility as possible to accommodate diverse corporate needs.

5 Why? Is part of the BC Governments initiative toward increasing e-Business. Contributes to the BC Governments climate action plan by significantly reducing paper transactions and in turn reduces our carbon footprint. Increased interest in BCs Natural Resources has added to the ministrys workload.

6 Why? Only one staff member is dedicated to managing payments and refunds for approximately 400 clients (over 14,700 titles). Provides better financial management for industry by reducing duplicate payments, suspense account entries and default penalties.

7 When? Phase 1 - Primary Term Titles - is available now and came online in February of 2008 Phase 2 - All titles, including those beyond their primary term went online February 23, 2009 Primary Term Payments became mandatory effective: July 1, 2009 Continuation Payments became mandatory effective: October 1, 2009 Online Refunds are expected to become mandatory sometime in 2010.

8 When? CAPLA sponsored training, in Calgary, is being offered. Please check the CAPLA website for dates. On-line self-tutorials have been prepared and are available on the Ministrys website: http://www.empr.gov.bc.ca/Titles/OGTitles/ePayments http://www.empr.gov.bc.ca/Titles/OGTitles/ePayments To register for Personalized or Team Training: [email protected] [email protected]

9 Contact Us & Access ePayments Email: [email protected]@gov.bc.ca Fax: 250-952-0331 ePayments online: https://epayments.gov.bc.cahttps://epayments.gov.bc.ca BCeID: www.bceid.cawww.bceid.ca FAQ & Further Information: http://www.empr.gov.bc.ca/Titles/OGTitles/ePayments http://www.empr.gov.bc.ca/Titles/OGTitles/ePayments Rental & Fee PAD form: User Authorization page in ePayments and http://www.empr.gov.bc.ca/Titles/OGTitles/ePayments http://www.empr.gov.bc.ca/Titles/OGTitles/ePayments Direct Deposit for Refunds Form: http://www.empr.gov.bc.ca/Titles/OGTitles/ePayments http://www.empr.gov.bc.ca/Titles/OGTitles/ePayments

10 Before We Begin The data in the Training Environment we will be accessing today is fabricated. There is no live data. There are a finite number of titles in the Training Environment. Please select only 1 title at a time for any of the hands-on exercises.

11 Before we Begin Please do not access the training website after this training session.

12 One More Thing Please do not leave until the session is completed.

13 Course Outline What You Need To Do Before You Logon Choose a Company Administrator Obtain a BCeID Request a Subscription Code (or complete a Rental and Fee PAD form) Banking Information User Roles Key Screens (Screen Shots) = Hands On

14 Course Outline (2) Detailed Feature Reviews: All Titles What You Can Do in All Titles Background Colour Definitions Summary Title Details How to View Title Details Title Detail Tabs Designated Payor Nominate a Payor Accept or Decline a Nomination Hands On

15 Course Outline (3) Statements Primary Term Statement Default Notices Pending Payments Late Penalties Payment Confirmation vs. Receipts Continuation/Extension Statement Submission Requests Statement

16 Course Outline (4) Managing Expiring Titles What is the Managing Expiring Titles screen? Features Radio Buttons On Statement / On Submission Radio Buttons Not 62 / 62 How to add titles to the Continuation/Extension Statement from Managing Expiring Titles Hands On

17 Pending Submissions Submissions General Definition/Types Where to View Submissions Continuation/Extension Submission Hands On Split Lease Submission Split Lease Submissions are no longer encompassed by ePayments (discussion later) Convert to Lease Submission Hands On Course Outline (5)

18 Groupings Open Submissions: Submission Tabs: Communication Log Milestones Payment Request Titles Submission LifeCycle Course Outline (6)

19 Course Outline (7) Cancellations Viewing Cancellations Requesting Cancellation / Reversing Request Hands On Refunds Questions

20 Choose a Company Administrator Does NOT have to be the same person as your BCeID business profile or account manager. It should be someone who oversees or is directly involved in the payment process.

21 BCeID is a Portal or Passport BCeID ePayments BC Gov Online Titles Division assigns Subscription Code

22 Obtain a BCeID www.bceid.ca

23 BCeID business profile or account manager for your company Assigns unique BCeID Usernames and passwords to other Users (ePayments, etc.) Assigns unique BCeID Username and password to Company Administrator

24 Summary - BCeID You can and will need to share your BCeID Username with your Company Administrator, but you should not share your BCeID Password with others. If you are sharing BCeID Passwords, you are not using the system securely and you will not be able to identify who, in your company, conducted specific transactions, should you request that information.

25 To ensure staff coverage, we recommend you: Create a generic email account in your corporate email application that all ePayments Users can read; Assign the generic email address to all Users within ePayments from the User Authorization screen; ePayments is able to identify and adapt to duplicate email addresses by sending only one message Without a generic email address all users will receive the same emails; the generic email address will only receive one.

26 Request a Subscription Code You will receive 4 Subscription Codes for this particular request. You must enter each subscription code when prompted. Company A Date Carolyn Desjardins or Brenda Jennings Titles & Offshore Division 6 th floor, 1810 Blanshard Street Victoria, BC V8W 9N3 Dear Sirs: RE: Subscription Code Request Please issue a Subscription Code for the following companies: Company A Inc. Company A Ltd. Company A Oil & Gas Ltd. Company A Energy Ltd. Please send to our ePayments Company Administrator, Mary Smith; email: [email protected]; BCeID: [email protected] Sincerely, Mary Smith Senior Land Administrator Company A On Company Letterhead: 1) Full Legal Company Name(s) 2) Company Administrators: * Name * BCeID Username * eMail address If you send in a signed, original Rental and Fee PAD form, you do NOT need to send in a letter requesting a Subscription Code. The Ministry will issue the code, based on receipt of the form.

27 Summary Subscription Codes Request a Subscription Code - Send: 1.Your companys full legal name(s); 2.Company Administrators name; 3.Company Administrators BCeID Username; and 4.Email address. Send request on company letterhead via email (.pdf) or fax to 250-952-0331 5.ePayments will email your Subscription Code to you.

28 Banking Information Before you can make Payments, you must: Send to the Ministry: A signed, original Rental and Fee Pre-Authorized Debit (PAD) form, for each legal company name. You must send a new PAD form to the Ministry whenever your banking information changes. Separate form for each company name

29 Roles Company Administrator Assigns roles to other users; can view, add or change banking information; can perform all functions in ePayments. Payment Administrators Make the actual payments. Land Administrators Initiate submissions to continue titles beyond their primary term and convert to lease. Viewers Have View Only access financial and/or senior staff that are not required to conduct transactions.

30 Company Administrator Logs on to ePayments https://epayments.gov.bc.ca

31 Prompt to Enter Subscription Code

32 ePayments Main Page

33 Click on User Authorization

34 Enter any Additional Subscription Codes

35 Company Administrator Adds unique BCeID Usernames to ePayments User Authorization Screen

36 Add New Users

37 User has a Role for More than One Company When Users require access to more than one company, they will be prompted to choose the company and User Role, each time they sign on to ePayments. You can only sign on to one Company under one User Role at a time, but you can open more than one internet browser

38 Add Banking Information Before you send your PAD form to the Ministry, enter your Banking Information and Contact information into epayments. Click on Company Info. 1.Enter your banking information into ePayments 2.Send your original, signed PAD form to the Ministry 3.The Ministry will verify your entry against your PAD form

39 Enter your Banking Information You must enter all the required * fields and click on Save. If you do not enter all the required fields, the information you entered will not be saved. When the Company Admin gets to the banking information, enter the Code first, then the Transit Number, then Click on the Magnifying Glass to populate the Name and Address fields for your bank. Enter the Account Number and click on Save. Only the Company Administrator can Add, View or Change the banking information. It is invisible to every other User Role.

40 Summary Company Administrator: 1.Obtain unique BCeID Usernames and passwords for all individuals requiring access to ePayments 2.Request a Subscription Code on company letterhead, AND/OR complete and submit a Fee and Rental PAD form 3.Sign on to ePayments and enter Subscription code when prompted 4.Enter additional Subscription Codes 5.Add Users and assign them Roles 6.Enter Contact and Banking information

41 Other Info Company Administrator One Company Administrator role per company. It is your responsibility to manage the Company Administrator account. i.e. Contact the Ministry immediately when your Company Administrator leaves the company, as they will retain full access to ePayments until it is removed. The Ministry will remove their access and assign the new Company Administrator with the Company Administrator role. You do not need a new Subscription Code to access ePayments when your Company Administrator changes.

42 Hands On Log on to the training site written on the board. Use the training Username and Password you were assigned at beginning of training. e.g UA1 passworda Look around the site

43 Hands On Once you are logged on to the company youve been assigned: 1.Add yourself as a New User 2.Edit the Email address 3.Delete the New User Add Other Users

44 Screen Shots!

45 Help is Available! Click on the Help? Icon in the top right hand corner to view: User Manual Glossary of terms Frequently Asked Questions This Training Material

46 If something appears to be missing, use the scrollbars.

47 Allow Pop-Ups ePayments has a lot of pop-up screens Set your Browser to allow pop-ups

48 Allow emails from ePayments! Make sure your email systems allows emails from [email protected][email protected] If youre not getting emails from ePayments and you think you should be, please check your SPAM filters first and contact your IT department, before contacting the Ministry.

49 Server Error Dont Give Up! If you get a Server Error, dont give up! Inactivity for 30 minutes will cause a Timeout. Sometimes ePayments has finished the task you requested anyway. For example, if you create a submission and get a server error, go to where the Submission should appear to see if it appears anyway. In any event, please let the Ministry know youve received a server error message.

50 Use the Breadcrumb trail, not the back button You could lose what you were working on! This is the breadcrumb trail

51 Closing Pop-Up Screens To close a Pop-Up Screen, such as the Title Details screen, use the Red on the top, right-hand corner of the pop-up screen. DO NOT USE THE BACK BUTTON!

52 Refreshing your Data When you are in epayments and want to refresh the data in your data table, click on the screen link or the ePayments refresh button, rather than the Internet Browser Refresh button. For example, when you want to refresh the All Titles page, click on Titles again.

53 Refreshing Your Screens For example: After conducting several transactions in Managing Expiring Titles AND SAVING THOSE TRANSACTIONS, by clicking on UPDATE TITLES or CREATE PENDING SUBMISSION, you may want to click on the Managing Expiring Titles link again to refresh your page or the ePayments refresh button.

54 The page isnt loading! Are you sure? If your company holds lots of title, it will take longer for your data tables to populate. These are indicators that your page is loading.

55 Titles To view all the titles you are a registered Owner and/or Payor of, click on Titles.

56 Statements Payment Administrators (and other Users) can view your three statements by clicking on Statements

57 There are Three Statements Primary Term Statement Continuation/Extension Statement Submission Request Statement

58 Submissions A Submission is required to calculate payment for the following types of transactions: Continue a title beyond its primary term, Continue a title under a section other than the section it was previously continued under, Convert a Drilling Licence to Lease. Not all continuations beyond primary term require a Submission, such as 58A and Section 62 continuations and we will address those situations in detail, further on in the training. NEW! The Ministry has created a Quick Reference Cheat Sheet for Land Administrators that helps you decide whether to add the title to the Cont/Ext Statement or Create a Submission. There is a link to the spreadsheet on the ePayments web page, on the Manage Expiring Titles screen and the Main Menu called Admin Cheat Sheet.

59 Create a Continuation Submission From the Managing Expiring Titles screen

60 Create a Conversion to Lease Submission From the All Titles screen

61 Hands On 1.View your All Titles page. Use the drop- down to see the Conversion option. 2.View your three Statements 3.View Managing Expiring Titles 4.View your Submissions by clicking on Submissions View Screens

62 Detailed Feature Reviews Each Review followed by Hands On Practice Footers: CA = Company Administrator PA = Payment Administrator LA = Land Administrator PA & LA = Both CA, PA & LA = all 3

63 All Titles Detailed Review

64 All Titles Detailed Review The All Titles pages shows all the titles you are a registered Owner and/or Payor of. You can drill down to individual Title Details from this page by clicking on the title number. You do not Make Payments from this page. It is not a Statement. CA, PA & LA

65 All Titles what you can do here Sort by clicking on any of the underlined headings CA, PA & LA

66 All Titles what you can do here Wherever you see data tables in ePayments, you can select that data (all, or a portion, by using the Filtering System) and export to PDF, MSWord, MSExcel, RTF or TXT. CA, PA & LA

67 All Titles Use the Filtering System By Date Range Payor Owner Title Type Section continued under Or a Payor File Number A specific title number CA, PA & LA

68 Clear Filter after Every Search CA, PA & LA

69 All Titles What Else Can You Do Here? You can Convert to Lease We will discuss Convert to Lease later in their Detailed Feature Reviews CA & LA

70 All Titles What Else Can You Do Here? You can Request a Cancellation Or, Reverse a Cancellation Request CA & LA

71 What do the Background Colours indicate? Green indicates the title is part of a Submission. Yellow indicates the Designated Payor or a registered Owner has made a Cancellation request for this title. Orange indicates the title is part of a Pending Payment.

72 Grey indicates the title is unpaid and may be paid on a Statement, provided the checkbox is not disabled. A disabled checkbox indicates the title must be paid by making a Submission. Red indicates the title requires Land Administrator action. More Background Colours Plum indicates the title is not in good standing, but still within its 60 day grace period.

73 Summary All Titles All Titles is the list of titles you are an Owner and/or Payor of. You can sort it, make a selection of all or a few titles and export it to Excel, MSWord, etc. for comparison to your records. You can drill down to the Title Details on any underlined title in this screen.... 2

74 Summary All Titles You can create a Convert to Lease Submission for payment on the Submission Request Statement. You cannot make payments from the All Titles screen.

75 Hands On 1.Open the All Titles page. 2.Sort titles by Title Number, Anniversary Date, Title Type and Payor 3.Filter for one specific title (clear filter) 4.Filter by Owner (clear filter) 5.Print Preview a selection of titles to Excel Review All Titles Screen

76 Title Details Detailed Review CA, PA & LA

77 Title Details Screen Drill down to the Title Details screen, wherever a title number is underlined in ePayments, by clicking on the title number. CA, PA & LA

78 Title Details Screen What you can View Title Number & Anniversary Date Type and Hectares Annual Rent and Expiry Date Owner Payor File Number CA, PA & LA

79 Title Details Screen - Tabs Payor Payment History Open Submissions Pending Submissions Closed Submissions Well look at Payor and Payment History now, but leave the Submission tabs for our detailed review of Submissions

80 Designated Payor Title Details Screen Any Registered Owner or Designated Payor can nominate a Designated Payor. This policy was the suggestion of the Industry Working Group, to accommodate diverse corporate requirements.

81 Designated Payor Title Details Screen When a title is issued by way of a Crown Sale, you can state which party is the Designated Payor for future annual rental payments in your bid letter. The Ministry will enter this information into ePayments. When a title is issued by other means, the Designated Payor will default to the registered Owner with the highest interest. In the case of 50/50, the decision will be made alphabetically. However, if a registered Owner lets the Ministry know who the Designated Payor should be, before the title is issued, the Ministry will enter that information into ePayments.

82 Nominate a Designated Payor Click on Designate Payor CA, PA & LA

83 Nominate a Designated Payor Type a portion of the Company Name and click on Nominate. Select the correct name and an email will automatically be sent to the nominee.

84 In the Meantime Until the Nominee Accepts or Declines, the Status of the Payor will be Past Payor. The Past Payor can still Make Payment on this title, until the new Payor Accepts.

85 Accept or Decline Nomination The title will appear on the Nominees All Titles screen. Nominee will click on the title, then the Payor tab. Nominee will either Accept or Decline the nomination. An email will be sent to advise the Nominator and the Status will be updated to Accepted. CA, PA & LA

Nominate a Designated Payor from the Titles screen 86 You can also Designate a Payor from the Titles screen for one or more titles Click on the checkbox to the left of the title number or several title numbers at once up to 10 titles at one time Click on the Designate Payor button at the top of the data table

87 Nominate a Designated Payor Type a portion of the Company Name and click on Nominate. Select the correct name and an email will automatically be sent to the nominee.

Im not able to Designate a Payor! The Industry Working Group agreed with the Ministry that certainty is needed with regard to the Designated Payor of a title. Therefore, a limitation was imposed to prevent Payor nominations from occuring between 11 days prior to the anniversary date and 60 days after. Owners are expected to discuss and decide who the Designated Payor of a title will be 12 days before the anniversary date of the title. There are 293 days in the year in which Payor Nominations can occur. After that time, the Designated Payor named on the title must make payment on the title. Arrangements for reimbursement will have to be made privately between partners. 88

89 Hands On 1.Choose a title from the All Titles screen and drill down to the Title Details screen. 2.Add a Payor File Number. 3.View each of the 5 tabs on the Title Details screen. 4.Nominate a Designated Payor (your neighbour) for a title, Accept if your company was nominated. Review Title Details Screen

90 Detailed Reviews Primary Term Statement CA & PA

91 Statements Primary Term Displays all titles you are the Designated Payor of, that are within their Primary Term. CA & PA

92 Primary Term Statement Unpaid titles, Carried Forward from the Previous Statement, appear under the red heading bar. Unpaid titles that are part of the Current Statement appear under the blue heading bar. CA & PA

93 Primary Term Statement NovDecMay 1-31 FebMarJan January 1st Statement: Current (Blue Section) Carried Forward (Red section) Up to 60 days Past Due (late penalty added) Day 61 Paid titles disappear. So do Not Paid titles - Not paid? uh oh! Not Past Due Apr

94 Default Letters will be a thing of the past Effective: July 1, 2010 Why? Because your Statements are available for viewing online anytime. You will receive a monthly reminder to view your Statements. Statements are dynamic each day, titles will be added as they become due, or removed as they fall off. Fall off? When a title is paid within the 60 day grace period, it is displayed as PAID and it falls off the statement at 61 days. If a title is not paid within the 60-day grace period, it is displayed as UNPAID and at the end of the 60-day grace period, it will no longer appear on the Statement and will be cancelled by the Ministry.

95 Primary Term Statement You can select titles to Print Preview Select Titles and Make Payment on them Or Select Titles and Create a Pending Payment for internal approval ( Optional ) CA & PA

96 Pending Payments Pending Payments are Completely Optional! If your Payment Administrator requires internal payment approval, prior to making payments, you will want to use the Pending Payment option. If your Payment Administrator is authorized to make payments, without pre-approval, you will not need to use the Pending Payments option.

97 Pending Payments You can view your Pending Payments from the Statements screen Statement ScreenPending Payment CA & PA

98 Create a Pending Payment You can create a Pending Payment from any of the three Statements, have it Approved (signed), return to the Pending Payment later and make payment. A Pending Payment is a static document, with the exception of late payment penalties

99 Late Penalties Late penalties will be calculated and apply if there is a long enough delay between approval and payment. Can I pay Late Penalties separately? No. Late Penalties are included in the calculations and cannot be paid separately. If you are paying far enough in advance, late penalties should not be an issue, but this is something to be aware of when creating a Pending Payment for approval.

100 Avoiding Late Penalties Pay ahead - For example: If you are paying your November titles on October 1st, you have the month of October to obtain your approval, before any late penalties will be added to the Pending Payment. If you are paying November rentals within the month of November, you run the risk of paying late penalties on some, or all of your titles, as their anniversary dates pass, thus rendering your payment approval invalid. To avoid invalid approvals, you may wish to add something that addresses Late Fees to your Pending Payment:

101 Pending Payment - Suggestion The Approver approves the subject amount for payment to the Crown, with the understanding that a delay in making payment on one or more of the titles within this list of titles beyond their anniversary date may result in the addition of late payment penalty fees. Late payment penalty is calculated as follows: On Leases calculated at 1.5% of annual rent for days 1 to 30 and 3% of annual rent for days 31 to 60; and on Drilling Licences, calculated at $500.00.

102 Pending Payment Changes? Can I add or delete titles from a Pending Payment? No. Adding or deleting titles from a Pending Payment defeats the purpose of obtaining approval for a batch payment. The only way to add or delete titles is to delete the entire Pending Payment and begin again.

103 Payment Confirmation Each time you Make a Payment in ePayments, the Payment Confirmation Screen will appear. You can print this screen for your records. You will be required to verify: The Rental payment shown for each title is correct The Pre-Authorized Debit Amount is correct The Required Funds for Pre- Authorized Debit are available Then you can click on the Pay button CA & PA

104 Payment Confirmation vs. Receipts Each time you make a payment, you will receive a Payment Confirmation by email. A Payment Confirmation is not an official Receipt. An official Receipt is issued when the Ministry has processed your payment and granted continuation of your title for another year. Primary term titles are usually processed overnight and your Receipt is available on the Title details screen at that time.

105 Payment Confirmation vs. Receipts Titles continued beyond their primary term will be officially Receipted when the Ministry approves the continuation, or the Submission they were included in. Receipts issued by ePayments can be viewed and printed from the Title Details screen.

106 Viewing & Printing Receipts Receipts issued pre-ePayments implementation are greyed out and are not available for viewing. You have already received and filed them. Receipts issued by ePayments are bold and can be clicked on and printed for distribution and filing. 60779 Receipts can be viewed and printed from the Title Details screen CA, LA & PA

107 One Title Per Receipt There is only one title per Receipt, to ensure confidentiality between various Owners and Payors. For example: If a Payor pays for a number of titles owned by various Owners, the Owners can only see the Receipts for the titles they own. One title per Receipt ensures Owner A cannot see Owner Bs confidential information.

108 Hands On 1.Open the Primary Term Statement and sort titles by anniversary date. 2.Select two titles. Click on Make Payment. Pay a Primary Term Statement

109 Continuation/Extension Statement Detailed Review CA & PA

110 Continuation/Extension Statement Contains all titles that can be continued beyond their primary term that do not need to be, or are not part of, a Submission. E.G. previously continued under: Section 62 58A 58B You may choose to include a title from the Continuation/Extension Statement in a Submission: If you choose to continue it under a different Section from the previous year, or Choose to include it with other titles you are submitting as a Grouping.

111 Continuation/Extension Statement View the Continuation/Extension Statement from the Statements Screen CA & PA

112 Continuation Statement Select titles and Print Preview for your records, if you wish Select titles you wish to pay Make Payment now or Create a Pending Payment You cant pay titles from the Statement that are already part of a Pending Payment or a Submission. No duplicate payments in ePayments! CA & PA

113 Continuation Statement - Status UNPAID The title has not yet been paid. WAITING FOR LA APPROVAL The Land Administrator must make a decision on the Manage Expiring Titles screen to add the title to the Statement or make payment by Submission. IN PROGRESS Payment has been made and once the money has been debited from your account and confirmed by the Ministry, the status will change to PAID (usually overnight). ON SUBMISSION Already part of a previously created Submission. Cannot be paid from the Statement. PENDING PAYMENT Already part of a Pending Payment. Must be paid from the Pending Payment and not through the Statement.

114 Land Administrator To Approve or Not Approve? Some companies require the Land Administrator to pre-approve all continuations beyond their primary term. Some companies do not. A checkbox was added to the User Authorization screen at the request of the Industry Work Group, to accommodate these diverse corporate needs. Only the Company Administrator has the authority to choose. Checking the box allows the Payment Administrator to Make Payment on automatic continuations, such as Section 62 and Section 58A or 58B. Not checking the box means the Land Administrator must review and approve all continuations prior to payment. CA

115 With Two Exceptions Titles that have a status of: P final year Titles that are eligible to be continued under more than one section (e.g. 58A or 62) Will have a status of Waiting For LA Approval, regardless of whether the Allow PA to Make Payments checkbox is checked, or not. Effective September 30, 2009, titles that are eligible for either 58A or 62 will be included in and captured by the Allow Continuation/Extension Statement checkbox on the User Authorization screen.

116 Waiting for LA Approval When the checkbox on the User Authorization screen is not checked, this is what the Payment Administrator will see on the Continuation/Extension Statement: The Checkbox will be greyed out and the status will beWAITING FOR LA APPROVAL CA & PA

117 Status - Unpaid When the checkbox on the User Authorization screen is checked, this is what the Payment Administrator will see on the Continuation/Extension Statement: The Checkbox will be enabled and the status will be UNPAID The Payment Administrator can now Make Payment on these titles. CA & PA

Steps to take when status is: WAITING FOR LA APPROVAL The most frequently asked question is: What do I do when the status on the Continuation/Extension Statement is WAITING FOR LA APPROVAL. What does it mean? The steps that follow are available in the FAQ on the Help? Icon in ePayments or on the Ministrys ePayments web page: http://www.empr.gov.bc.ca/Titles/OGTitles/e Payments/Pages/default.aspx http://www.empr.gov.bc.ca/Titles/OGTitles/e Payments/Pages/default.aspx 118

119 Logon to ePayments https://epayments.gov.bc.ca, as either Land Administrator or Company Administrator https://epayments.gov.bc.ca Click on Manage Expiring Titles Select either the Lease or Drilling Licence tab (Drilling Licence tab may take a few seconds to load look for the green bar at the bottom of the screen that indicates the screen is loading

120 Leases: Click on the 62 or Not 62 radio button Click on the On Stmt radio button Click on the Update Title Changes button at the top of the table The status will change to UNPAID on the Cont/Ext Statement and the checkbox will be enabled, allowing your Payment Administrator to make payment on the title.

121 Drilling Licences: Click on the 3(5) or Not 3(5) radio button Click on the On Stmt radio button Click on the Update Title Changes button at the top of the table The status will change to UNPAID on the Cont/Ext Statement and the checkbox will be enabled, allowing your Payment Administrator to make payment on the title

122 To continue the title under a section different from the previous section: 1.Must create a cont/ext submission and 2.Pay it from the Submission Requests Statement and 3.Write the submission number on the application. and 4.Submit the written application.

123 Hands On 1.Open the User Authorization screen and click on and off the Allow Continuation/Extension on Statement checkbox refresh your Continuation/Extension Statement each time you click on or off the checkbox. Notice the differences? 2.Sort and select one title for payment. Click on Create a Pending Payment. Remember to name it. 3.Open the Pending Payment from Statement screen and Make Payment. Continuation/ Extension Statement

124 Submission Request Statement Detailed Review CA & PA

125 Submission Requests Statement View the Submission Requests Statement from the Statements Screen CA & PA

126 Submission Request Statement Print Preview or export data Select Submissions for Payment Make Payment or Create Pending Payment CA & PA

127 Submission Request Statement You can create a Pending Payment. You can pay as many or as few of the Submissions as you want. Like the other two statements, Late Penalties may apply. You will receive a Payment Confirmation by email and official Receipts will be issued when the Ministry completes its review.

128 No Hands On Submission Request Statement, until we Create some Submissions

129 Managing Expiring Titles Detailed Review CA & LA

130 Managing Expiring Titles The Land Administrator uses the Managing Expiring Titles screen to accomplish two main functions: 1.Review and Add titles to the Continuation/Extension Statement for Payment by the Payment Administrator 2.Create Submissions to continue titles that cannot simply be added to the Continuation/Extension Statement

131 Managing Expiring Titles - Features Click here to access Print Preview/Export data Search by Date Range Two tabs divide titles into Leases and Drilling Licences Sortable Headings CA & LA

132 Radio Buttons On Statement or On Submission On Statement On Submission OR You must choose one, or the other CA & LA **Always click on the Update Title Changes button after selecting radio buttons, regardless of whether you are going to pay from the Continuation/Extension Statement or pay by Creating a Submission.

133 Radio Buttons Not 62 and 62 62 Not 62 OR You must choose one, or the other CA & LA **Always click on the Update Title Changes button after selecting radio buttons, regardless of whether you are going to pay from the Continuation/Extension Statement or pay by Creating a Submission.

134 Add to Statement OR Create Submission When you select On Statement, click on Update Title Changes, to add those titles to the Continuation/ Extension Statement. When you select On Submission, click on the Update Title Changes button, then on the checkbox(s) next to the title(s) and then click on Create Pending Submission. CA & LA

135 Adding Titles to the Continuation/Extension Statement (From Manage Expiring Titles screen) CA, PA & LA

136 Titles with a Gray Background can be added to the Continuation / Extension Statement for Payment by the Administrator. If it has a Green, Orange or Yellow background, it has already been dealt with part of a Submission, part of a Pending Payment, or Cancellation Request pending, respectively. A Red background indicates the Land Administrator must take action (usually Make a Submission) to continue the title. Which Titles Can Be Added to Continuation/Extension Statement for Payment? CA, LA & PA

137 Unless The Ministry has decided the title can no longer be continued under its previous section and requires you to Make Payment by Submission. The background may be grey, but the On Statement radio button will be disabled and you will receive a letter in advance, advising you to make application and payment by Submission.

What if a title is green and we know we didnt create a Submission? If a title is highlighted green and you know you and your partners have not created a Submission, it is likely because the Ministry has received a manual payment on the title and wishes to prevent a second payment being made through ePayments. The Ministry does not have a consistent way of reflecting manual payments received in ePayments, so we have created a work-around to colour these titles green. Once all manual payments have been processed, this override will no longer be required. 138

139 Add titles to Cont/Ext Statement Click the On Statement Radio Button(s) Click on Update Titles Payment Administrator will be notified by email that titles have been added to the Continuation/Extension Statement and may now be paid. You MUST click on Update Title Changes or the title will not be added to the Statement CA & LA

140 TIP! Open Two Browsers Continuation/Extension Statement Managing Expiring Titles Add a title to the Statement (On Statement, Update Title) and click on the Refresh button to view it. CA, PA & LA

141 Choices, choices, choices Had 58A/B last year, Want 58A/B again this year: On Statement, Not 62, Update Titles I want 62 first, second or third year: On Statement, 62, Update Titles Had 58A, On statement disabled, received a letter: On Submission, Not 62, Create Pending Submission CA, LA & PA

142 Quick Reference Tool Cheat Sheet Cheat Sheet is Available: On the ePayments web page OR As a link in ePayments

143 Hands On 1.Open a New Browser. Open the Continuation/Extension Statement screen. 2.From Managing Expiring Titles, sort and select title(s) for adding to Statement. Update Titles. 3.Refresh Statement. 4.Make Payment. Continuation/ Extensions Add to Statement

144 Submissions Payment Administrators must attend the remainder of the session, as there is information to follow that you will need to know! Detailed Review CA, PA & LA

145 IMPORTANT! Creating a Submission in ePayments is for the purpose of calculating payment. You MUST send in your backup documentation to the Ministry, as before and you MUST write the Submission number on your documentation.

146 Deadlines! Your paper application and payment should BOTH be in the Ministrys office by midnight of the Anniversary date, or be subjected to late payment penalty. Specific Deadlines are as per the Act and Regulations. You may have to advise your Geologists and Landmen to have the paper documentation ready a minimum of two days before the Anniversary date, so you will have time to process the payment in ePayments and courier your paper application.

147 Who can Create a Submission? The Ministry prefers the Payment (Submission) and the backup documentation (written application) be submitted by the same company (the Designated Payor). The Land Administrator for the Designated Payor company and the Company Administrator can create Submissions in ePayments. If you are with the Owner company, but are not the Designated Payor company, you will not be able to create a Submission, as it will only be visible and payable on the Designated Payors Submission Request Statement.

148 Letters of Authority If the Designated Payor submits the payment and backup documentation, Letters of Authority for continuations, conversions to lease are no longer required. The registered Owners intent is implied by authorizing the Designated Payor to make decisions on the title. If you, as an Owner, are not satisfied with that authority being held by another party, nominate your company as Designated Payor.

149 Submissions Definition & Types A Submission is required to calculate payment for the following types of transactions: Continue a title beyond its primary term, Continue a title under a Section other than the section it was previously continued under, Convert a Drilling Licence to Lease. Not all continuations beyond primary term require a Submission, such as 58A and Section 62 continuations. Yes its a duplicate slidefor emphasis

150 Submissions Where Can I View? View Submissions for a Specific Title on the Title Details screen. Open, Pending & Closed. CA, PA & LA

151 Submissions Where can I View? View All Submissions from the Submissions Screen. Open Pending Closed Filter By Date Range Submission Number Or, Title Number CA, PA & LA

152 Continuation/Extension Submission Detailed Review CA, PA & LA

153 Create a Continuation/Extension Submission From the Managing Expiring Titles screen 1. Check title 2. Click On Sub Radio Button 3. Click Not 62 (if more than one section, outline in your documentation) 4. Change Hectares, if required CA & LA

154 Create a Continuation/Extension Submission 5. Click on Create Pending Submission 6. Remember to create separate Submissions for titles that are not related to each other CA & LA

155 Create a Continuation/Extension Submission Your Pending Submission Number will appear All fees will be calculatedYou can adjust the Hectares Add another title Delete a title Or Delete the entire Submission You Must click on Save Modified Pending Submission to SAVE YOUR SUBMISSION and be able to return to it, or it will be locked. CA & LA

156 Create a Continuation/Extension Submission When you have received internal Approval (if required), click on Approve An email will be generated to the Payment Administrator, advising them that the Submission is ready for payment. Send your documentation to the Ministry immediately. Once you click on Approve, a new button will appear: Create Open Submission. If you are certain there are no more changes to make to your Submission, Click on it. Create Open Submission

157 Hands On 1.Create a Continuation/Extension Submission from one of your titles on the Manage Expiring Titles screen. 2.Choose a title, click the On Submission radio button, click on the Not 62 radio button, click on the Create Pending Submission button. 3.Add a title to the Submission, Delete the same title. 4.Save your Submission! Do not forget! 5.Close the Pending Submission (X out), then open it again from the Submission link on the main menu. Click on Approve checkbox and button, then on Create Open Submission. Create a Continuation/ Extensions Submission

158 Split Leases Split Transfers Continue to Make Payments Manually CA, PA & LA

159 Convert to Lease Submission Detailed Review CA, PA & LA

160 Create a Convert to Lease Submission From the All Titles screen 1. Check Title 2. Click on Create Pending Submission CA & LA

161 Convert to Lease Submission You will be prompted to enter child titles from the original title(s) Enter the hectares, click on Add Lease Click on Confirm, then Create Pending Submission CA & LA

162 Convert to Lease Submission Your Pending Submission Number will appear All fees will be calculatedYou can adjust the Hectares Add another title Delete a title Or Delete the entire Submission You Must click on Save Modified Pending Submission to SAVE YOUR SUBMISSION to be able to return to it, or it will be lost. CA & LA

163 Convert to Lease Submission When you have received internal Approval (if required), click on Approve checkbox and button, then on Create Open Submission. An email will be generated to the Payment Administrator, advising them that the Submission is ready for payment. Send your documentation to the Ministry immediately. CA & LA Create Open Submission

164 Extend a DL and Convert it to Lease To Extend a portion of a DL and convert the remainder to lease, you will need to create two submissions: Continuation/Extension submission for the DL Conversion to Lease Submission for the Convert to Lease portion There is an exception to the One Submission at a time rule for DLs, for this reason. CA & LA

165 Wait just a minute! What about Groupings? CA & LA

166 Groupings Wait a minute! How come I dont enter anything into ePayments about the fact that the titles in my Submission are to be grouped? ePayments is a payment system. Some Submission functionality is added for the purpose of calculating payments, but your Submission and Grouping requests are in your documentation. Enter titles that are to be grouped together in the same Submission, for payment calculation. CA & LA

167 Groupings Clusters For each Grouping, whether 2 drilling licences or a cluster of drilling licences, they should go together in the same Submission, if theyre related. If the Groupings are not related, they should be in separate Submissions. CA & LA

168 Groupings 2 DLs within 4km of each other Two DLs grouped together should be submitted as one Submission DL 1DL 2 CA & LA

169 Groupings Cluster Example (all within 4 km of each other) DL 1 DL 3DL 4DL 5 DL 6 DL 2 CA & LA

170 Hands On 1.Create a Convert to Lease Submission from one of your titles. 2.Approve and Open the Submission. 3.Pay it from the Submission Request Statement. Convert to Lease Submission

171 Submission Tabs Detailed Review CA, PA & LA Communication Log Milestones Payment Requests Titles

172 Communications Log Send an EmailAdd a Log Entry Link to one of the titles in your Submission CA, PA & LA

173 Communications Log Add a Log Entry for actions, such as Documentation Sent, or notes, such as Agree to change of hectares on Lease 12345 CA, PA & LA

174 Communications Log Send an Email Link to a title cc to anyone required Attachments should be 5 pages or less. All application documentation should be sent by mail or courier. The Ministry does not have plans to accept larger attachments. Remember: ePayments is a payment system. CA, PA & LA

175 Milestones What is the Status of my Submission? The Ministry will add Milestones to your Submission according to where it is in the Review Process: Received Requested Information Received Completion Pending Payment Requested Payment Received Refund Notification Refund processed Submission Complete CA, PA & LA

176 Payment Requests From time to time, the Ministry will request additional funds, usually as a result of adjusting hectares on a title included in a Submission. The Payment Administrator will make Payment for these requests from the Payment Request tab. CA, PA & LA

177 Titles View the titles in your Submission from the Titles tab. Parent Titles Child Titles Permanent Title Numbers are assigned when Submission is Approved by the Ministry $ breakdown per title number CA & LA

178 Hands On 1.View the different places you can access your Submissions by clicking on a specific Title; the Submissions screen; the Submission number link in Manage Expiring Titles; and on the Submission number link in the Submission Requests Statement. 2.View the 4 Submission tabs on an Open Submission 3.Add a Log Entry to an Open Submission Submissions

179 Submission - Lifecycle 1.Pending Unpaid Submission Land Administrator (LA) prepares all documentation for an Application to Continue or Convert. LA calculates payment by Creating a Pending Submission in ePayments. LA receives internal Approvals (as required) Status: Pending, Unpaid CA, PA & LA

180 Submission Lifecycle 2.Open UnPaid Submission LA Approves Submission Status: Open, Unpaid CA, PA & LA

181 Submission Lifecycle 3.Open Paid Submission PPayment Administrator makes payment LLA adds Submission Number to documentation LLA sends all documentation to the Ministry for Review SStatus: Open, Paid CA, PA & LA Ministry will not begin reviewing your application to continue until they receive the documentation. Failure to submit a written application means your titles will not be updated and your titles are at risk of being cancelled.

182 Submission Lifecycle 4.Open, Paid Submission, Under Review Email sent to with payment acknowledgement Status: Open, Paid, Under Review CA, PA & LA Ministry receives documentation and matches it to your Payment, beginning the Review process.

183 Submission Lifecycle 5.Approved & Closed Ministry completes Review of Submission and Approves Status: Approved & Closed CA, PA & LA

184 Cancellations Detailed Review CA & LA

185 View your Cancellations From The All Titles Screen Export & Print CA & LA

186 Cancellation Requests Request a Cancellation from the All Titles Screen After you receive confirmation from all registered Owners CA & LA

187 Confirm Cancellation Click on Confirm Cancellation Request Print Preview for your records Ministry will delay actual cancellation of a title until 60 days after the anniversary date of the title, but the cancellation will be effective on the anniversary date. CA & LA

188 Cancellation Requests Oops! You may Cancel your Cancellation Request! CA & LA

189 Hands On 1.Request a Cancellation. 2.Reverse the Cancellation Request. Cancellations

190 Refunds Online Refunds are currently Optional. Individual Submission Refunds can be viewed on the Milestones tab CA, PA & LA

191 Refund Report View all Online Refunds from the Refund Report Use the Filtering System to Search by Date Notified Date Processed Title No. Submission No. Payor File No. Print Preview for your Convenience CA, PA & LA

192 Thank You for Attending! To consolidate your learning, a copy of this training material is available on the Ministrys ePayments website, as well as 28 topic-specific, Self-Tutoring Adobe Captivate Training Modules, modelled after this training material. http://www.empr.gov.bc.ca/Titles/OGTitles/ePayments/ Total Time to View: 2.5 hrs

1 ePayments Training Presentation Last Updated April 2010.

Documents

Transcript of 1 ePayments Training Presentation Last Updated April 2010.