NJEIS FISCAL FAMILY COST PARTICIPATION PORTAL INFORMATION USER GUIDE

Transcription

1 An informational guide for NJEIS families to navigate the new fiscal Family Cost Participation (FCP) portal. NJEIS FISCAL FAMILY COST PARTICIPATION PORTAL INFORMATION USER GUIDE Last Updated: 8/30/2018

2 Contents Glossary... 2 Welcome... 3 Username and Password... 4 How to Login... 5 Family Dashboard Overview... 6 How to Make a Payment... 8 Important Payment Information... 8 How to Make an Electronic Check Payment... 8 How to Make a Credit Card Payment How to Make a Split Payment How to Make a Family Cost Participation Guest Payment Family Cost Participation (FCP) Reports How to Generate the FCP Monthly Statements Summary Report How to Generate the FCP Payment History Report How to Generate the FCP Revenue Report How to Generate the FCP Statements Report How to Generate Invoices How to Generate Statement Details How to Request a Forgotten Username How to Request a Forgotten Password

3 Glossary Family Cost Participation (FCP) A co-payment per hour of direct Individualized Family Service Plan (IFSP) services which is based on household income, family size, and a sliding fee scale based on the federal poverty level. Family Dashboard Family Cost Participation Guest Payment Family Cost Participation Split Payment Guest Head of Household NJEIS Fiscal FCP Portal Secondary Head of Household A welcome screen in the NJEIS Fiscal FCP Portal that highlights important details of a family s account. A NJEIS Fiscal FCP Portal payment feature that allows an individual without login credentials to submit an FCP payment. A NJEIS Fiscal FCP Portal payment feature that allows a user to submit an FCP payment using different payment methods or same payment method from different accounts multiple times. A person without NJEIS Fiscal FCP Portal login credentials but has required invoice information to submit an FCP payment using the NJEIS Fiscal FCP Portal website. An identified person who is typically a parent or family member responsible for Family Cost Participation fees. An online system for identified Head of Household and Secondary Head of Household users to access NJEIS Family Cost Participation account information using an assigned login. An identified person who is typically a parent or family responsible for Family Cost Participation fees along with the Head of Household. 2

4 Welcome Welcome to the New Jersey Early Intervention System Fiscal FCP Portal Informational User Guide. Please refer to this guide for the following: 1. How to access the Fiscal Family Cost Participation (FCP) Portal; 2. How to obtain an FCP Portal username and password, 3. How to submit a NJEIS FCP payment; and 4. How to review monthly invoice data. The NJEIS Fiscal FCP Portal is an online system for identified Head of Household and Secondary Head of Household users to access NJEIS Family Cost Participation account information. Each Head of Household and Secondary Head of Household will be given one (1) username and password to log onto the online system. The access allows a Head of Household and Secondary Head of Household to review NJEIS Family Cost Participation information for all children within the family currently receiving services from the NJEIS. 3

5 Username and Password The will a username and password to the which the identified Head of Household and Secondary Head of Household provided to their assigned NJEIS Service Coordinator. The from AccountInformation@EIBilling.com provides the website address and direct link to the NJEIS Fiscal FCP Portal with personal login credentials. Login credentials should not be shared and must be kept secure. Head of Household and Secondary Head of Household users must contact their assigned NJEIS Service Coordinator to update addresses in EIMS. Change of addresses cannot be done through the Fiscal FCP Portal or Helpdesk. 4

6 How to Login The Head of Household and Secondary Head of Household can log into the NJEIS Fiscal FCP Portal by following the steps below. Step 1: Enter the website address in a web browser or select the link to the NJEIS Fiscal FCP Portal. Website address: Step 2: Enter the Username and Password indicated in the from AccountInformation@EIBilling.com Step 3: Select Login. 5

7 Family Dashboard Overview The Family Dashboard welcomes the Head Household or Secondary Head of Household user to their NJEIS Fiscal FCP Portal. The Family Dashboard highlights important details regarding a family s account by providing account alerts, account status, and payment history. Home: Loads the Dashboard features Reports: Options to view Statements, Invoices, and Payments Help: Options for Contacts, FAQ, Information, and Training My Account: Update name, , and password information 6

8 Account Alerts: Current warnings and details. Account Status: Current standing details. Account Aging: Date range of outstanding balance(s). Account Summary Balance, Invoice, and Monthly fee details. Adjustment Summary Account updates or corrections Child Info: List of children associated with the family Payment History: List of payment history including successful or failed attempts, the amount, date, and by whom it was paid Account Alert Types Account Past Due Indicates account balance is days past due Account Status Types Good Standing Past Due (30-59 days) Suspended Account with a current balance(s) or a $0 account balance. Account balances unpaid for days Account balances unpaid for 60+ days 7

9 How to Make a Payment Important Payment Information A Head of Household or Secondary Head of Household user must login to the NJEIS Fiscal FCP Portal to submit an FCP payment. Families cannot mail or submit payments over the telephone. Individuals who are not a Head of Household or Secondary Head of Household and do not have a username and password can submit a payment by using the Family Cost Participation Guest One Time Payment feature. Accepted payment methods are electronic checks and major credit cards including Mastercard, Visa, AMEX, and Discover. The NJEIS Fiscal FCP Portal has a split payment feature that allows a Head of Household or Secondary Head of Household user to submit an FCP payment using different payment methods or same payment method from different accounts multiple times. All processed payments will appear on a user s statement as PCG for NJEIS FCP. All payments submitted in the NJEIS Fiscal FCP Portal are processed without fees to a NJEIS family. How to Make an Electronic Check Payment A Head of Household or Secondary Head of Household can submit an electronic check payment by first logging into the NJEIS Fiscal FCP Portal then completing the steps below. Step 1: Select the Pay Latest Invoice link Step 2: Select an Invoice Month(s). To avoid suspension of services, select all Invoice Months with a balance. 8

10 Step 3: Select Electronic Check. 4. Enter Electronic Check Information-Banking Routing Number, Checking Account Number and Billing Information if not prepopulated or requires updating. 5. Select Submit Payment. 9

11 How to Make a Credit Card Payment A Head of Household or Secondary Head of Household can submit a credit card payment by first logging into the NJEIS Fiscal FCP Portal then completing the steps below. Step 1: Select the Pay Latest Invoice link Step 2: Select an Invoice Month(s). To avoid suspension of services, select all Invoice Months with a balance. Step 3: Select Credit Card. 10

12 Step 4: Enter Credit Card Information-Name on Card, Card Number, Expiration Month, Expiration Year, Security Code and Billing Information if not prepopulated requires updating. Security Code Guide Step 5: Select Submit Payment. 11

13 How to Make a Split Payment A Head of Household or Secondary Head of Household user can pay an FCP invoice using several different payment methods or several same payment methods from different accounts by first logging into the NJEIS Fiscal FCP Portal and completing the steps below. Step 1: Select the Pay Latest Invoice link Step 2: Select an Invoice Month. Only (1) can be selected to complete a Split Pay payment. Step 3: Select Split-Pay. 12

14 Step 4: Enter Payment Amount. The amount to be paid cannot be more than current balance due. Step 5. Select a Payment Method and enter Payment Details. 13

15 Step 6. Enter Billing Information-First Name, Last Name, Address, City, State, Zip Code, Phone Number and . Step 7: Select Submit Payment. 14

16 The Balance Due amount will be updated, and the Payment History section will reflect the first split payment. Step 8: Enter Payment Amount. The amount to be paid cannot be more than current balance due. Step 9: Select a Payment Method and enter Payment Details. 15

17 Step 10: Enter Billing Information-First Name, Last Name, Address, City, State, Zip Code, Phone Number and . Step 11: Select Submit Payment. 16

18 The Payment History section will reflect all payments submitted. 17

19 How to Make a Family Cost Participation Guest Payment An individual who is not an identified Head of Household or Secondary Head of Household and does not have a username and password for the NJEIS Fiscal FCP Portal can submit a payment on behalf of a NJEIS family by completing the steps below. Step 1: Enter the website address in a web browser or select the link to the NJEIS Fiscal FCP Portal. Website address: Step 2: Select FCP Payments. 18

20 Step 3: Enter FCP Invoice Information- Account Number, Zip Code and Invoice Number (listed on invoice). Required fields. Note: Accurate information must be entered in each field to continue with the payment process. Account Number, Zip Code and First Service Date (listed on invoice) require accurate data to continue the process. Step 4: Select View. 19

21 Step 5: Enter Billing Information-First Name, Last Name, Address, City, State, Zip Code, Phone Number, and . Step 6: Select Save Changes. 20

22 Step 7: Select an Invoice Month(s). To avoid suspension of services, select all Invoice Months with a balance Step 8: Select a Payment Method and enter Payment Details. 21

23 Step 9: Select Submit Payment. 22

24 Family Cost Participation Reports The NJEIS Fiscal FCP Portal allows Head of Household and Secondary Head of Household users to generate reporting data related to a family s NJEIS billing and payments. Family Cost Participation Reports FCP Monthly Statements Summary: generates a list of monthly statements with current balance and payment amount within the date range selected. FCP Payment History: generates a list of all payments details. Details include payments date, payment type, payment amount, and payment status. FCP Revenue Report: generates data of all billing amounts of NJEIS services rendered and payments received within the date range selected within the date ranged selected. FCP Statements: generates a list of FCP statements and specific invoice details within the date range selected. Invoices: generates a list of invoices, specific invoice information and payment feature within the date ranged selected. Statement Details: generates a list of invoices, specific invoice information and payment feature within the date ranged selected. 23

25 How to Generate the FCP Monthly Statements Summary Report Step 1: Select Reports. Step 2: Select Family Cost Participation Reports. Step 3: Select View FCP Monthly Statements Summary. 24

26 Step 4: Enter Statements From and To date range (MM/DD/YYYY) Step 5: Select View. RESULTS 25

27 How to Generate the FCP Payment History Report Step 1: Select Reports. Step 2: Select Family Cost Participation Reports. Step 3: Select View FCP Payment History. 26

28 Step 4: Enter Payment Months From and To date range (MM/DD/YYYY). Step 5: Select View. RESULTS 27

29 How to Generate the Family Cost Participation Revenue Report Step 1: Select Reports. Step 2: Select Family Cost Participation Reports. Step 3: Select View FCP Revenue Report. 28

30 Step 4: Enter a Payment Months From and To date range. (MM/DD/YYYY). Step 5: Select View. RESULTS 29

31 How to Generate the FCP Statements Report Step 1: Select Reports. Step 2: Select Family Cost Participation Reports. Step 3: Select View FCP Statements. 30

32 Step 4: Enter a Payment Months From and To date range. (MM/DD/YYYY). Step 5: Select View. RESULTS 31

33 The Details link provides View Statement Details 32

34 How to Generate Invoices Step 1: Select Reports. Step 2: Select Family Cost Participation Reports. Step 3: Select View Invoices. 33

35 Step 4: Enter an Invoice Months from and to data range (MM/DD/YYYY). Step 5: Select View. RESULTS 34

36 The Make Payment link provides the payment details page. 35

37 How to Generate Statement Details Step 1: Select Reports. Step 2: Select Family Cost Participation Reports. Step 3: Select View Statement Details. 36

38 Step 4: Enter Billing Month From and To date range (MM/DD/YYYY). Step 5: Select View. RESULTS 37

39 How to Request a Forgotten Username A Head of Household or Secondary Head of Household can request a forgotten username to the NJEIS Fiscal FCP Portal and completing the steps below. Step 1: Enter the website address in a web browser or select the link to the NJEIS Fiscal FCP Portal. Website address: Step 2: Select Forgot Username. Step 3: Enter the address provided to the assigned NJEIS Service Coordinator. 38

40 Step 4: Select Send Username. The Username will be sent to the address previously entered within a few minutes. If the message below appears, please contact the Call Center at during hours of operation 8:00am to 5:00pm Monday through Friday and explain to the call center agent that more than 1 username exists for the address entered. The call center agent will submit a support ticket to retrieve a username. The support ticket is a reference and action the call center must review to retrieve a username. 39

41 How to Request a Forgotten Password A Head of Household or Secondary Head of Household can request a forgotten password to the NJEIS Fiscal FCP Portal then completing the steps below. Step 1: Enter the website address in a web browser or select the link to the NJEIS Fiscal FCP Portal. Website address: Step 2: Select Forgot Password. Step 3: Enter Username. 40

42 Step 4: Enter Address. IMPORTANT: The address entered must be the address provided to the assigned NJEIS Service Coordinator. Step 5: Select Reset Password. The Password will be sent to the address entered within a few minutes. 41