1

ePayments

Training Presentation

Last Updated September 2010

2

When did 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 Group’s 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 BC’s Natural Resources has added to the ministry’s 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 Ministry’s website: http://www.empr.gov.bc.ca/Titles/OGTitles/ePayments

• To register for Personalized or Team Training: Carolyn.Desjardins@gov.bc.ca

9

Contact Us & Access ePayments

• Email: png.epayments@gov.bc.ca • Fax: 250-952-0331 • ePayments online: https://epayments.gov.bc.ca• BCeID: www.bceid.ca• FAQ & Further Information:

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

• Direct Deposit for Refunds Form: 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 TitlesBackground Colour DefinitionsSummary

Title Details How to View Title DetailsTitle Detail TabsDesignated PayorNominate a PayorAccept or Decline a NominationHands On

15

Course Outline (3)Statements

Primary Term StatementDefault NoticesPending Payments Late PenaltiesPayment Confirmation vs. Receipts

Continuation/Extension Statement

Submission Requests Statement

16

Course Outline (4) Managing Expiring Titles

What is the Managing Expiring Titles screen?FeaturesRadio Buttons – On Statement / On

SubmissionRadio Buttons – “Not 62” / “62”How to add titles to the

Continuation/Extension Statement from Managing Expiring Titles

Hands On

17

Pending Submissions Submissions – GeneralDefinition/TypesWhere to View SubmissionsContinuation/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

GroupingsOpen Submissions:

Submission Tabs:Communication LogMilestonesPayment RequestTitles

Submission LifeCycle

Course Outline (6)

19

Course Outline (7)

Cancellations Viewing CancellationsRequesting Cancellation / Reversing RequestHands 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

BC Gov Online

BC Gov Online

BC Gov Online

BC Gov Online

Titles, Aboriginal & Corporate Relations 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 JenningsTitles & Offshore Division6th floor, 1810 Blanshard StreetVictoria, BC V8W 9N3Dear Sirs:RE: Subscription Code RequestPlease 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: Mary.Smith@companya.ca; BCeID: MSmith.Sincerely,Mary SmithSenior Land AdministratorCompany A

On Company Letterhead:

1) Full Legal Company Name(s)2) Company Administrator’s:

* 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 CodesRequest a Subscription Code - Send:

1. Your company’s full legal name(s);2. Company Administrator’s name;3. Company Administrator’s 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 Codes5. Add Users and assign them Roles6. 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 Passwordyou were assigned at beginning of training.

• e.g UA1 passwordaOR UB1 passwordb

• Look around the site

43

Hands On

Once you are logged on to the company you’ve been assigned:

1. Add yourself as a New User2. Edit the Email address3. 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 ManualGlossary of termsFrequently Asked QuestionsThis 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 epayments@gov.bc.ca!

• If you’re 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 – Don’t Give Up!

• If you get a Server Error, don’t 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 you’ve 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 ScreensTo 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 isn’t 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 Statements3. View Managing Expiring Titles4. 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

OwnerTitle 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 either 1) the title must be paid by making a Submission, or 2) a decision must be made as to which section the title will be continued under on Manage Expiring Titles.

Red indicates the title requires Land Administrator action/decision on Manage Expiring Titles.

More Background Colours

Plum indicates the title is overdue and 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 Payor3. 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

OwnerPayor File Number

CA, PA & LA

79

Title Details Screen - Tabs

Payor

Payment History

Open Submissions

Pending Submissions

Closed Submissions

We’ll look at Payor and Payment History now, but leave the Submission tabs for our detailed review of Submissions

80

Designated PayorTitle 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 PayorTitle 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 from the Title Details screen

Click on Designate Payor

CA, PA & LA

83

Nominate a Designated PayorType 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 NominationThe title will appear on the Nominee’s 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 Payorfrom the all 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 PayorType a portion of the Company Name and click on Nominate. Select the correct name and an email will automatically be sent to the nominee.

I’m 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 StatementCA & 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

Nov Dec May 1-31

Feb MarJan

January 1st Statement:

Current

(Blue Section)

Carried Forward (Red section)

Up to 60 daysPast 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 became a thing of the pastEffective: 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 Screen Pending 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 ConfirmationEach 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 B’s 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 can’t 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 ApprovalWhen 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 be“WAITING FOR LA APPROVAL”

CA & PA

117

Status - UnpaidWhen 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 Ministry’s ePayments web page: http://www.empr.gov.bc.ca/Titles/OGTitles/ePayments/Pages/default.aspx

118

119

• Logon to ePayments https://epayments.gov.bc.ca, as either Land Administrator or Company Administrator

• 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

and2. Pay it from the Submission Requests

Statementand

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 StatementPrint Preview or export dataSelect 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”

62Not 62 OR

You must choose one, or the otherCA & 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 didn’t 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

What if a submission created last year has not yet been approved

and it’s time to pay again?• Occasionally, a continuation review will not

be approved or completed within the year between anniversary dates.

• In these cases, please contact Tenure Administration staff and they may allow a cheque to be issued as payment for the next rental period, rather than creating a submission.

139

140

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

141

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

142

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

143

Quick Reference Tool – “Cheat Sheet”

“Cheat Sheet “ is Available:•On the ePayments web page

OR•As a link in ePayments

144

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

145

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

146

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.

Submission or Statement?

• Written Application Required?

•Yes = Submission•No = Statement

147

148

Deadlines!• Your paper application and payment should

BOTH be in the Ministry’s 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.

149

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 Payor’s Submission Request Statement.

150

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 Owner’s 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.

151

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… it’s a duplicate slide…for emphasis

152

Submissions – Where Can I View?

View Submissions for a Specific Title on the Title Details screen. Open, Pending & Closed.

CA, PA & LA

153

Submissions – Where can I View?View All Submissions from the Submissions Screen.

Open

Pending

Closed

Filter By Date Range

Submission Number

Or, Title NumberCA, PA & LA

154

Continuation/Extension Submission

Detailed Review

CA, PA & LA

155

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

156

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

157

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

158

Create a Continuation/Extension Submission

When you have received internal Approval (if required), click on the checkbox AND the Approve button

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

159

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/Extension Submission

160

Split LeasesSplit Transfers

Continue to Make Payments Manually

CA, PA & LA

161

Convert to Lease Submission

Detailed Review

CA, PA & LA

162

Create a Convert to Lease Submission

From the All Titles screen

1. Check Title

2. Click on Create Pending Submission

CA & LA

163

Convert to Lease SubmissionYou 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

164

Convert to Lease SubmissionYour 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

165

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

166

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 DL’s, for this reason.

CA & LA

RECAP

Continuation/Extension Submission

Create from:

Manage Expiring Titles

Conversion Submission

Create from:

All Titles

167

Write Submission Number on Written Application and Submit

168

Wait just a minute!

What about Groupings?

CA & LA

169

Groupings• Wait a minute! How come I don’t 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

170

Groupings – Clusters

• For each Grouping, whether 2 drilling licences or a cluster of drilling licences, they should go together in the same Submission, if they’re related.

• If the Groupings are not related, they should be in separate Submissions.

CA & LA

171

Groupings – 2 DLs within 4km of each other

Two DL’s grouped together should be submitted as one Submission

DL 1 DL 2

CA & LA

172

Groupings – Cluster Example (all within 4 km of each other)

DL 1 DL 3 DL 4 DL 5

DL 6DL 2

CA & LA

173

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

174

Submission Tabs

Detailed ReviewCA, PA & LA

Communication Log

Milestones

Payment Requests

Titles

175

Communications Log

Send an Email Add a Log Entry

Link to one of the titles in your Submission

CA, PA & LA

176

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

177

Communications Log

Send an Email

Link to a title

cc to anyone required

Attachments should be 5 pages or less. All written 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

178

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

179

Payment RequestsFrom 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

180

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

181

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

182

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

183

Submission Lifecycle

2. Open UnPaid Submission LA Approves Submission

Status: Open, Unpaid

CA, PA & LA

184

Submission Lifecycle

3. Open Paid Submission Payment Administrator makes payment LA adds Submission Number to

documentation LA sends all documentation to the

Ministry for Review

Status: 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.

185

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.

186

Submission Lifecycle

5. Approved & Closed Ministry completes Review of

Submission and Approves

Status: Approved & Closed

CA, PA & LA

187

Cancellations

Detailed Review

CA & LA

188

View your CancellationsFrom The All Titles Screen

Export & Print

CA & LA

189

Cancellation Requests

Request a Cancellation from the All Titles Screen

After you receive confirmation from all registered Owners…

CA & LA

190

Confirm CancellationClick 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

191

Cancellation Requests – Oops!You may Cancel your Cancellation Request!

CA & LA

192

Hands On

1. Request a Cancellation.

2. Reverse the Cancellation Request.

Cancellations

193

Online Refunds are Mandatoryeffective October 1, 2010

Individual Submission Refunds can be viewed on the Milestones tab

CA, PA & LA

194

Refund ReportView 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

195

Thank You for Attending!To consolidate your learning, a copy of this training material is available on the Ministry’s 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

Tips• KNOW when your titles are due

– Compare your records to ePayments– Note any discrepancies and discuss with Titles, Aboriginal & Corporate

Relations Division to resolve• Make payments on time

– All three Statements must be reviewed and, if necessary, paid each month

• There are TWO types of Submissions [create when a written application is required]:– Conversion – Lease Selection and Groupings

• NOTE: Conversion submissions only calculate and collect payment for the leases converted from the Drilling Licence. Continuation of any remaining portion of the DL[s], after conversion, must be done separately.

– Continuation/Extension – Continue a title under a different section from previous year

• Payors cannot be changed within 11 days of the anniversary date of the title, or when the title is part of a submission. Plan ahead.

• “WAITING FOR LA APPROVAL” simply means a title is eligible for continuation under more than 1 section. Your LA or CA must indicate their decision on Manage Expiring Titles – continue by paying from the Statement if continuing under the same section, or by Creating a Submission if a different section from last year is requested. 196