plainfield AWS
AMU
1I1If I,
GI
MEMORANDUM
mut
tit
I i i0$aIutth' i ht VILLAGE OF
PLAINFIELD To:
Mayor Collins and Trustees
From:
Traci Pleckham— Management Services Director
CC:
Brian Murphy, Village Administrator
Date:
September 7, 2017
Re:
Credit Card Processing
Continuing with the Village' s Strategic Plan to enhance resident services, Staff has researched various options for the
implementation of over-the- counter and online credit card processing. A general summary is provided below: Transaction Information
Attached for the Board' s review are details relating to the Village' s annual receipts, as well as permit fee and utility billing
transaction details. As
fees fall below$ 500,
and
96%
a point of
discussion for Monday' s workshop, approximately 90% of the Village' s permit
of the Village' s Utility Bill payments fall under$ 200.
In regards to monthly Utility billing, below reflects a monthly snapshot of how Village Utility payments are currently being processed: Monthly Payment Type
of
Transactions
total
Direct Debit
3, 663
27%
Lockbox
Electronic Over the
2, 270
17%
check payments
3, 999
29%
dropbox
3, 632
27%
counter/
Processing Fees Current
charges
for utility
billing
processing
average
approximately$ 1, 200/
month ( Lockbox&
electronic check
payments). The Village also incurs over$ 400/ month in postage costs relating to mailing late notices. In order to fully explain the credit card processing fees, staff will give details relating to the various options at the September 11th workshop. Software/ Hardware
There are two options to allow for credit card processing within the New World ERP system. New World ERP ( our current software) provides a module called ' Integrated Credit Card Processing' which allows the system to be able to receive credit payments over- the- counter or via the online portal. The other option is upgrading our software to a centralized ' Tyler Cashiering' module, which also allows credit card payments to be integrated into the New World ERP system but additionally allows for more advanced processing features such as Check 21 compliance, check imaging,
electronic transmittal to banks and the ability to split out payment batches by tender type. The Tyler Cashiering module is used across all of Tyler' s software products, not just New World ERP, so we are confident that it is well supported.
The cost to implement the Integrated Credit Card Processing module is$ 14, 165 for the first year with an annual maintenance cost of$ 1, 665. The cost to implement Tyler Cashiering and gain all of those additional features is$ 18,080 for the first year with an annual maintenance cost of$ 1, 980. Hardware costs ( swipe readers) for either option will be
approximately$ 2, 800. Staff has budgeted sufficient funds for either option plus the hardware and is recommending upgrading to the Tyler
Cashiering
module.
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film
VILLAc; F
III
IN
I
t
OF
Receipts by Payment Code Report Payment Date Ran g a 07/ 01/ 16 - 06/ 30/ 17
PLAINFIF LD
Summary Listing Payment Code
Number
Payment Category
of
Transactions
Total Amount Collected
Average
FEES- Fees and Services
050. 100- Accident/ Insurance Report
954
4, 780. 00
$
5. 01
050. 140-
Copies, Maps, Etc.
33
178. 00
$
5. 39
050. 145-
Fingerprint Fee
92
1, 850. 00
$
20. 11
050. 147-
Freedom
26
130. 80
$
5. 03
13
1, 050. 00
$
80. 77
of
Information Fee
050. 166- Sex Offender' s Registration Fee
050. 170-
Zoning
Application
43
17, 899. 88
$
416. 28
1, 161
25, 888. 68
$
22. 30
2, 219
131, 345. 00
$
59. 19
473
9, 805. 00
$
20. 73
90
43, 955. 00
$
488. 39
99
13, 872. 50
$
140. 13
8
1, 520. 00
$
190. 00
Payment Category FINES- Fines/ Forfeitures 500. 130- Administrative Ticket 500. 132- Administrative Ticket- Late Fee 500. 190- Impound Fee
500. 195- Police Tow Fee
500. 200-
Daily Storage Fee- For
500. 205-
Red Light Camera Violation
Payment Category
Impound
154
16, 100. 00
$
104. 55
3, 043
216, 597. 50
$
71. 18
LICENSES- Licenses
020. 140- Cigarette Licenses
24
6, 750. 00
$
281. 25
020. 150-
Liquor License
66
90, 176. 86
$
1, 366. 32
020. 170-
Scavenger License
9999. 150- Special Movement Permit CD- Lic Fees-
LIC- Lic#-
CD- License Fees
LIC- License
By
Number
1
50. 00
$
50. 00
12
11, 560. 00
$
963. 33
1, 671
79, 712. 50
$
47. 70
163
6, 587. 50
$
40. 41
1, 937
194, 836. 86
$
100. 59
59
2, 065. 00
$
35. 00
2
50. 00
$
25. 00
2, 397
2, 021, 950. 94
$
843. 53
2, 458
2, 024, 065. 94
$
823. 46
160. 00
Payment Category PERMITS- Permits 030. 155- Solicitor' s Permit 030. 160-
Loud Speaker/ Amplification Permi
CD- Permit Fees- CD- Permit Fees*
Payment Category 200. 010-
Security
RENTALS- Rentals Deposit
200. 020- Rental/ CSO- Comm/ Multi- Purpose Rm 200. 030- Rental- Amphitheater
Payment Category
001. 010- UT Hydrant Deposit
Run
for breakdown
by
1, 600. 00
$
4, 853. 00
$
69. 33
4
675. 00
$
168. 75
84
7, 128. 00
$
84. 86
117, 545
15, 148, 550. 33
$
128. 87
18
16, 070. 00
$
892. 78
117, 563
15, 164, 620. 33
$
128. 99
126, 246
17, 633, 137. 31
$
139. 67
UTILITY- Utility
001. 000- UT Bill Payment*
see attached
10 70
NWS
on
09/ 06/ 2017 01: 17: 24 PM
Page 1
of
1
VILLAGE OF PLAINFIELD UTILITY BILLING TRANSACTION SUMMARY
SUMMER credit card charges ( based on June 2017 readings)
Billing Date 6/ 30/ 2017 Dollars Billed 0-$
100
100-$
200
200-$ 300
Bills
of
AVG Bill
8, 276
74. 43
4, 539
132. 25
376
236. 00
300-$ 400
67
348. 41
400-$ 500
33
444. 39
500-$ 600
20
544. 41
600-$
700
22
652. 18
700-$ 800
19
745. 15
800-$
15
841. 66
10
936. 43
900
900-$ 1000
1000-$
1300
11
1, 152. 67
1300-$
1600
11
1, 447. 42
1600-$
1900
3
1, 821. 92
1900-$ 2900
9
2, 507. 96
2900-$ 4000
8
3, 178. 01
4000-$ 10000
4
4, 731. 13
Above$ 10, 000
1
145, 851. 49
Total #
of
Bills
Total Dollars
13, 424
1, 651, 221. 90
NON- SUMMER credit card charges ( based on December 2016 readings)
Billing Date 12/ 31/ 2016 Dollars Billed
0-$
100
100-$
200
of
Bills
AVG Bill
9, 272
73. 29
3, 407
125. 52
200-$ 300
125
236. 89
300-$ 400
31
349. 46
400-$ 500
22
457. 49
500-$ 600
23
544. 29
600-$ 700
17
654. 10
700-$ 800
10
747. 37
800-$ 900
10
850. 08
900-$
1000
1000-$
1300
1300-$
5
977. 87
6
1, 129. 26
1600
5
1, 442. 99
1600-$ 1900
4
1, 742. 58
1900-$
2900
9
2, 488. 14
2900-$
4000
2
3, 235. 98
4000-$ 10000
1
9, 036. 30
1
136, 078. 54
Above$ 10, 000 Total#
of
Bills
Total Dollars
12, 950
1, 397, 143. 06
VILLAGE OF PLAINFIELD ANNUAL CD- Permit Fees ( 07/ 01/ 16- 06/ 30/ 17) Range
Count
Average
0-$ 100
1, 816
42. 55
100-$ 200
222
177. 03
200-$ 300
45
261. 29
300-$ 400
51
351. 93
400-$ 500
34
453. 97
500-$ 600
18
551. 39
600-$ 700
8
666. 25
700-$ 800
6
749. 41
800-$ 900
4
840. 00
900-$ 1000
4
955. 30
1000-$ 2000
12
1, 424. 62
2000-$ 3000
2
2, 395. 90
3000-$ 4000
5
3, 241. 34
4000-$ 5000
9
4, 551. 45
5000-$ 6000
10
5, 302. 43
6000-$ 7000
3
6, 576. 12
7000-$ 8000
11
7, 470. 41
8000-$ 9000
27
8, 312. 02
9000-$ 10000
36
9, 578. 91
10000-$ 15000
58
10, 842. 57
15000-$ 20000
10
17, 503. 40
6
37, 692. 50
over$
20000
Total Transactions
2, 397
1I1If I,
GI
MEMORANDUM
mut
tit
I i i0$aIutth' i ht VILLAGE OF
PLAINFIELD To:
Mayor Collins and Trustees
From:
Traci Pleckham— Management Services Director
CC:
Brian Murphy, Village Administrator
Date:
September 7, 2017
Re:
Credit Card Processing
Continuing with the Village' s Strategic Plan to enhance resident services, Staff has researched various options for the
implementation of over-the- counter and online credit card processing. A general summary is provided below: Transaction Information
Attached for the Board' s review are details relating to the Village' s annual receipts, as well as permit fee and utility billing
transaction details. As
fees fall below$ 500,
and
96%
a point of
discussion for Monday' s workshop, approximately 90% of the Village' s permit
of the Village' s Utility Bill payments fall under$ 200.
In regards to monthly Utility billing, below reflects a monthly snapshot of how Village Utility payments are currently being processed: Monthly Payment Type
of
Transactions
total
Direct Debit
3, 663
27%
Lockbox
Electronic Over the
2, 270
17%
check payments
3, 999
29%
dropbox
3, 632
27%
counter/
Processing Fees Current
charges
for utility
billing
processing
average
approximately$ 1, 200/
month ( Lockbox&
electronic check
payments). The Village also incurs over$ 400/ month in postage costs relating to mailing late notices. In order to fully explain the credit card processing fees, staff will give details relating to the various options at the September 11th workshop. Software/ Hardware
There are two options to allow for credit card processing within the New World ERP system. New World ERP ( our current software) provides a module called ' Integrated Credit Card Processing' which allows the system to be able to receive credit payments over- the- counter or via the online portal. The other option is upgrading our software to a centralized ' Tyler Cashiering' module, which also allows credit card payments to be integrated into the New World ERP system but additionally allows for more advanced processing features such as Check 21 compliance, check imaging,
electronic transmittal to banks and the ability to split out payment batches by tender type. The Tyler Cashiering module is used across all of Tyler' s software products, not just New World ERP, so we are confident that it is well supported.
The cost to implement the Integrated Credit Card Processing module is$ 14, 165 for the first year with an annual maintenance cost of$ 1, 665. The cost to implement Tyler Cashiering and gain all of those additional features is$ 18,080 for the first year with an annual maintenance cost of$ 1, 980. Hardware costs ( swipe readers) for either option will be
approximately$ 2, 800. Staff has budgeted sufficient funds for either option plus the hardware and is recommending upgrading to the Tyler
Cashiering
module.
II•
E
Ili
III
film
VILLAc; F
III
IN
I
t
OF
Receipts by Payment Code Report Payment Date Ran g a 07/ 01/ 16 - 06/ 30/ 17
PLAINFIF LD
Summary Listing Payment Code
Number
Payment Category
of
Transactions
Total Amount Collected
Average
FEES- Fees and Services
050. 100- Accident/ Insurance Report
954
4, 780. 00
$
5. 01
050. 140-
Copies, Maps, Etc.
33
178. 00
$
5. 39
050. 145-
Fingerprint Fee
92
1, 850. 00
$
20. 11
050. 147-
Freedom
26
130. 80
$
5. 03
13
1, 050. 00
$
80. 77
of
Information Fee
050. 166- Sex Offender' s Registration Fee
050. 170-
Zoning
Application
43
17, 899. 88
$
416. 28
1, 161
25, 888. 68
$
22. 30
2, 219
131, 345. 00
$
59. 19
473
9, 805. 00
$
20. 73
90
43, 955. 00
$
488. 39
99
13, 872. 50
$
140. 13
8
1, 520. 00
$
190. 00
Payment Category FINES- Fines/ Forfeitures 500. 130- Administrative Ticket 500. 132- Administrative Ticket- Late Fee 500. 190- Impound Fee
500. 195- Police Tow Fee
500. 200-
Daily Storage Fee- For
500. 205-
Red Light Camera Violation
Payment Category
Impound
154
16, 100. 00
$
104. 55
3, 043
216, 597. 50
$
71. 18
LICENSES- Licenses
020. 140- Cigarette Licenses
24
6, 750. 00
$
281. 25
020. 150-
Liquor License
66
90, 176. 86
$
1, 366. 32
020. 170-
Scavenger License
9999. 150- Special Movement Permit CD- Lic Fees-
LIC- Lic#-
CD- License Fees
LIC- License
By
Number
1
50. 00
$
50. 00
12
11, 560. 00
$
963. 33
1, 671
79, 712. 50
$
47. 70
163
6, 587. 50
$
40. 41
1, 937
194, 836. 86
$
100. 59
59
2, 065. 00
$
35. 00
2
50. 00
$
25. 00
2, 397
2, 021, 950. 94
$
843. 53
2, 458
2, 024, 065. 94
$
823. 46
160. 00
Payment Category PERMITS- Permits 030. 155- Solicitor' s Permit 030. 160-
Loud Speaker/ Amplification Permi
CD- Permit Fees- CD- Permit Fees*
Payment Category 200. 010-
Security
RENTALS- Rentals Deposit
200. 020- Rental/ CSO- Comm/ Multi- Purpose Rm 200. 030- Rental- Amphitheater
Payment Category
001. 010- UT Hydrant Deposit
Run
for breakdown
by
1, 600. 00
$
4, 853. 00
$
69. 33
4
675. 00
$
168. 75
84
7, 128. 00
$
84. 86
117, 545
15, 148, 550. 33
$
128. 87
18
16, 070. 00
$
892. 78
117, 563
15, 164, 620. 33
$
128. 99
126, 246
17, 633, 137. 31
$
139. 67
UTILITY- Utility
001. 000- UT Bill Payment*
see attached
10 70
NWS
on
09/ 06/ 2017 01: 17: 24 PM
Page 1
of
1
VILLAGE OF PLAINFIELD UTILITY BILLING TRANSACTION SUMMARY
SUMMER credit card charges ( based on June 2017 readings)
Billing Date 6/ 30/ 2017 Dollars Billed 0-$
100
100-$
200
200-$ 300
Bills
of
AVG Bill
8, 276
74. 43
4, 539
132. 25
376
236. 00
300-$ 400
67
348. 41
400-$ 500
33
444. 39
500-$ 600
20
544. 41
600-$
700
22
652. 18
700-$ 800
19
745. 15
800-$
15
841. 66
10
936. 43
900
900-$ 1000
1000-$
1300
11
1, 152. 67
1300-$
1600
11
1, 447. 42
1600-$
1900
3
1, 821. 92
1900-$ 2900
9
2, 507. 96
2900-$ 4000
8
3, 178. 01
4000-$ 10000
4
4, 731. 13
Above$ 10, 000
1
145, 851. 49
Total #
of
Bills
Total Dollars
13, 424
1, 651, 221. 90
NON- SUMMER credit card charges ( based on December 2016 readings)
Billing Date 12/ 31/ 2016 Dollars Billed
0-$
100
100-$
200
of
Bills
AVG Bill
9, 272
73. 29
3, 407
125. 52
200-$ 300
125
236. 89
300-$ 400
31
349. 46
400-$ 500
22
457. 49
500-$ 600
23
544. 29
600-$ 700
17
654. 10
700-$ 800
10
747. 37
800-$ 900
10
850. 08
900-$
1000
1000-$
1300
1300-$
5
977. 87
6
1, 129. 26
1600
5
1, 442. 99
1600-$ 1900
4
1, 742. 58
1900-$
2900
9
2, 488. 14
2900-$
4000
2
3, 235. 98
4000-$ 10000
1
9, 036. 30
1
136, 078. 54
Above$ 10, 000 Total#
of
Bills
Total Dollars
12, 950
1, 397, 143. 06
VILLAGE OF PLAINFIELD ANNUAL CD- Permit Fees ( 07/ 01/ 16- 06/ 30/ 17) Range
Count
Average
0-$ 100
1, 816
42. 55
100-$ 200
222
177. 03
200-$ 300
45
261. 29
300-$ 400
51
351. 93
400-$ 500
34
453. 97
500-$ 600
18
551. 39
600-$ 700
8
666. 25
700-$ 800
6
749. 41
800-$ 900
4
840. 00
900-$ 1000
4
955. 30
1000-$ 2000
12
1, 424. 62
2000-$ 3000
2
2, 395. 90
3000-$ 4000
5
3, 241. 34
4000-$ 5000
9
4, 551. 45
5000-$ 6000
10
5, 302. 43
6000-$ 7000
3
6, 576. 12
7000-$ 8000
11
7, 470. 41
8000-$ 9000
27
8, 312. 02
9000-$ 10000
36
9, 578. 91
10000-$ 15000
58
10, 842. 57
15000-$ 20000
10
17, 503. 40
6
37, 692. 50
over$
20000
Total Transactions
2, 397
