E-Payments on WordPress
This WordPress plugin allows transactions to be automatically deposited into the department’s cost centre and program, as the service is integrated with Workday. Using the ePayment plugin in WordPress, you can use a website to host information about your product or service and allow users to make payments online. This can be accomplished with a simple Gravity Form or, for multiple product offerings, by using the Shopping Cart plugin.
How do I get started?
1. Create a Secure Website
If you do not already have one, your first step will be to create a website.
2. Download and Complete the UBC ePayment Forms
In order to utilize the ePayment plugin, you will need to request a merchant account. This can be done by downloading and completing the Web Service Account Setup and Administrative System Access forms, which are available on the ePayment Web Service Setup Request page.
Note: Prior to completing the forms, you must contact your Department Administrator and Steven Lee (firstname.lastname@example.org) from the Arts Service Centre. They will provide you with the information required to complete the forms as well as additional details regarding ePayment and the process of collecting payments online. Once the forms have been completed, they can be emailed to the ePayment Support Team at email@example.com.
3. Setup your cart/form and start collecting payments!
Once your merchant account has been approved and your payment form and/or product information have been setup on your website, please notify your Department Administrator and Steven Lee (firstname.lastname@example.org) from the Arts Service Centre. They will need to confirm that the merchant account and GL information have been entered correctly and that any required fees such as GST and PST are being accounted for. Once confirmed, you can start advertising your new website and begin collecting payments!
Note: Once you begin collecting payments, it is your responsibility to regularly monitor and reconcile these payments to ensure that each transaction is accounted for and is being transferred to the appropriate worktags in Workday. Transactional receipts can be requested from the ePayment Support Team at email@example.com.
For information on the Workday worktags used by your unit, please contact your Department Administrator and Steven Lee (firstname.lastname@example.org) from the Arts Service Centre.
The first 3 fields will be provided to you when your web service account (merchant account) has been created. You will then need to specify whether or not your site is in production or testing ("Verification") mode. Finally, you will need to indicate which forms are to be associated with the ePayments plugin and confirm your GL Account Info.
Note: An example of the formatting for these fields can be found on the ePayment website. This information must be correct in order for transactions to be properly deposited into your cost centre and program.
To ensure that your ePayment form functions correctly, please ensure that a "Total Field" is added at the end of your form, before publishing your form; this field can be found under the "Pricing Field" section of the Gravity Form Editor.
It is also recommended that you include a disclaimer for information collected in the form. For example:
"Your personal information is collected under the authority of section 26(c) of the Freedom of Information and Protection of Privacy Act (FIPPA). This information will be used for the purpose of [include the purpose for collecting payments here - eg. Managing your attendance and accommodations needs for events]. Questions about the collection of this information may be directed to [include the contact information for the individual who is responsible for the website - e.g. admin email address]"
You can issue refunds for ePayments using CBM; instructions for the refund process can be found on the UBC IT ePayment support site.