September 2019

Allpay Request Process Mosaic Process and Guidance for Children

Service (excluding Children Direct Payments)

Cadene Tyser BROKERAGE

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Contents

• Introduction & Overview 2

• Flow Chart Overview 3

• Social Worker Process 4 -8

• Business Support Process 9 -18

• Brokerage Payments Process 19 -21

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Introduction and Overview

Our prepaid card provider Allpay has updated its

card technology and security checks which now

includes contactless on some of their cards and

require us (the Local Authority) to verify card

holders.

To be fully compliant with the new changes, we

have updated the process which now includes

conducting KNOW YOUR CUSTOMER (KYC) and

Prepaid Card Agreement for card holders. This is

done once as the initial set up.

Identity and Address:

The identity and address of the cardholder must be confirmed. One item from List A and one item

from List B will be required to verify the cardholder’s identity:

LIST A

(IDENTITY)

LIST B

(ADDRESS)

Passport (Current and Valid) Council Tax Bill (within last 12 months)

Travel Document (Current and Valid) Utility Bill (within last 3 months)

Driving Licence Photocard (Current and Valid) Bank Statement (within last 3 months)

Immigration Visa Benefit Statement (within last 3 months)

Biometric Residence Permit Tenancy agreement from the Council or Housing

Association

Birth / Adoption Certificate Benefit entitlement letter from DWP

Confirmation letter of identity from client’s social

worker (unaccompanied minors/nrpf) *

Confirmation letter of supported address/tenancy

agreement

Benefit entitlement letter at current address from

DWP

Benefit entitlement letter (as long as not used to prove

identity)

Copies of documents used to carry out KYC need to be uploaded onto mosaic under main category

Prepaid Card-KYC/Agreement

The Process: Due to separation of duties, cards are ordered from Brokerage Payments and the service is added

onto mosaic by Business Support. The new allpay process is outlined in the diagram below:

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Allpay Card Request (For Social workers)

In the Client’s Person Summary Screen: Click the Start tab and select Allpay Card Request episode from the list of options.

Complete section 1 of the form by adding all the information required such as the Reason for Allpay

Card, Card Holder details, KYC and Finance Details.

Enter details highlighted below

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You will need to choose from list A & B what supporting documents used to carry out KYC

You will need to enter finance details by click Add. You need to choose the correct Allpay Scheme

for your Purchasing team.

Table below shows purchasing team and Allpay scheme

Purchasing Team Allpay Scheme

YAS/Children in Care Young Adults Service & Children in Care

NRPF Chn/Safeguarding & Assessment NRPF (CYPS & Adults

Children Direct Payments Direct Payment CYPS

Adults NRPF NRPF (CYPS & Adults)

Adults Direct Payments Direct Payments Adults

Complete section and send for manager’s authorisation

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Enter request notes and authorising manager’s name then click OK

Save by clicking Yes

The step will now appear in your Incomplete Work folder, highlighted yellow until the manager actions the request.

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When the request has been authorised by the Manager, (no longer yellow), resume work on the step

You will need to complete section 2, Action Taken of the form and choose two options

For your next action, you will need to choose Allpay Card Order, pass to worker Allpay Card Order

and click on Add

For your second option, choose Children and Young Person’s Finance pass to worker Cyps Business

Support Finance and click on Add & Close

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Complete Allpay Card Request episode by click on the tick

Once completed, the episode will appear in the respective team folder. All Allpay Card Orders will go

to Brokerage Payments Team for processing and all Cyps finance details within this episode will go to

Business Support CYPS for processing.

Once card arrives, brokerage payment will notify you for collection. Once collected, issue card to

client.

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Allpay Card Request (For Business Support)

From you mosaic homepage, you need to choose Cyps Business Support Finance folder which

contains tasks relating to Allpay

Choose client then click on Allpay Card Request to get finance information on allpay service

You will need to open Allpay Request document

Once opened copy information as highlighted below

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You need to copy finance details such as Start Date, Purchasing Team, Scheme and Amount. Click

on once you copied all information.

Now you can proceed with adding service

Go straight to Traditional Care Package to add service

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You will need to choose appropriate Service Group & Service, then click on OK

Example Service Group & Service for YAS Example Service Group & Service for NRPF chn

The next screen should appear with Standard Settings for Service. Click OK

Now you need to choose the element which best describe the service. Then choose Next

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The next screen should be the Summary. You will need to enter the missing information by working

your way through the tabs.

Enter Start Date as per Allpay Request and enter End Date if known. Then click on Next

Enter Purchaser details as per Allpay Request. (Purchaser is the Purchasing team). Then click on Next

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You will need to choose the appropriate Provision (Allpay Provider) as per Allpay Request. Then

click on Next

You will need to search for Allocated Party. The Allocated Party should be the same as Provision.

Click Find

Type Allpay to get the list of Allpay Suppliers

Choose the correct Allpay supplier which matched the provision

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Double check if it matches provision then click Next

Enter amount as per Allpay Request, then click Next

Choose appropriate Budget Code as per Purchasing Team, then click Next

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Enter notes as per Allpay Request, then click Next

The next screen should say Payee is Allocated Party, then click on Ok

To exit from this screen, click on OK

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You need to send task for authorisation. Click on Authorisation Task

Highlight the Authorisation request and select a manager. Add a Request Note, click Add then Done

Save and Close the step

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The step will now appear in your Incomplete Work folder, highlighted yellow until the manager actions the request

When the request has been authorised by the manager, (no longer yellow), resume work on the step

Go to Next Action Form and click Add

Choose appropriate outcome then click Add & Close

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Now you need to finish the step. Click on Tick and follow instructions. A Purchase Order will be

generated. Select Open

The Purchase Order should match as per Allpay Request

Service is now ready for Payment Cycle. The Payment Cycle is run by the Brokerage Payments

Team

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Allpay Card Request (For Brokerage Payments)

Ordering Cards

• CW completes Allpay Card Request on Mosaic and send it to Payments Team to complete

• Task will appear in new folder Allpay Card Order folder

• Senior Officer verifies KYC and Prepaid Card Agreement

• Senior Officer order card on the appropriate scheme on Allpay database. (Further

information on ordering card can be found in Allpay Manual.

https://www.allpay.net/training/prepaid)

TEAM/SCHEMES Overview

TEAM SCHEME

YAS/CIC/UNNACOMPANIED MINORS Allpay Ltd - YAS and CiC

NRPF CYPS/SAFEGUARDING/SEC17

Allpay Ltd - NRPF (Adults and CYPS)

NRPF ADULTS Allpay Ltd - NRPF (Adults and CYPS)

CHILDREN Direct Payment Allpay Ltd - Direct Payments CYPS

ADULTS DIRECT PAYMENT Allpay Ltd - Direct Payments Adults

All new card registration goes through 24hrs checking on Allpay database. Once cardholder is

compliant, client will be given a Client ID. E.g. below

• Senior Officer update mosaic with Client ID to be able to initiate bulk loading

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• Once card arrives, officer completes request

Loading Cards

There are 4 cycles to be run as per usual process. These are:

Payment Cycles

PaycardCIC-YAS

PaycardDPAdults

PaycardDP-CYPS

PaycardNRPF

The cycle report is bespoke to include Allpay Client ID .

• Officer will need to use this report Allpay Payment Cycle and format to Allpay template

Allpay Template

ORGANISATION_ID PROGRAM_CODE CLIENT_ID OPTIONAL_FIELD4 AMOUNT ACTION_DATETIMESTAMP C00256 ALP131 83xxxxxxxx7 10xxx2 175.8 20190830093000 C00256 ALP131 83xxxxxxxx0 105xxx7 17 20190830093000

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Cycles are linked to Organisation ID & Program code. The list below shows further details.

Payment Cycles ORGANISATION_ID PROGRAM_CODE

PaycardCIC-YAS C00256 ALP131

PaycardDPAdults C00259 ALP131

PaycardDP-CYPS C00255 ALP131

PaycardNRPF C00271 ALP134

• Officer will need to ensure correct code is used when loading cards.

• Officer format spreadsheet & load card (Further information on loading cards can be found

on manual https://www.allpay.net/training/prepaid)