What is ePayment?

ePayment is the Regulator's secure online portal used to electronically pay for various fees and levies using Electronic Fund Transfer (EFT). ePayment can be accessed here in the Online Services section of the website.

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What is Electronic Fund Transfer (EFT)?

Electronic Fund Transfer (EFT) is an electronic transfer of money from one bank account to another. It should be noted that although the Regulator uses a Pre-Authorized Debit (PAD) agreement. Each payment is initiated by the applicant's ePay Payer security role before payment is made.

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Can I choose to pay with my credit card?

No. The Regulator does not accept payment by credit card.

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What is required to setup an ePayment account?

In order to setup an ePayment account the Regulator requires the following documents to be submitted:

• A letter, on company letterhead, sighed by a company executive (for example a CEO, CFO, or VP) authorizing a person to be designated as the ePay Financial Admin. An example letter of authorization can be found here.
• A Pre-authorized Debit (PAD) agreement form.
• Either a void cheque or signed letter from the company’s banking institution confirming the validity of the banking account information.

Please note, a company can only hold one EFT account with the Regulator.

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My company does not allow PAD-based EFT due to fund control. Are there alternatives?

No. Payments are user-initiated and staff that are assigned the ePay Payer role must select an invoice and go through the payment process before the transaction is submitted to the bank and money is debited from the company’s account. The Regulator cannot authorize funds to be removed from a company's account.

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My company doesn't provide PAD information without being released from liability in case of fraud. Does the Regulator sign indemnity agreements?

No, the Regulator does not sign indemnity agreements.

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Who do I contact with questions about filling out these documents?

Please contact a finance representative at the Regulator via email at finance@bcogc.ca. We will respond to you via email within two business days.

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Where should I send the documentation?

This documentation can be emailed to the Regulators finance department at finance@bcogc.ca however please note that email is not considered a secure form of sending information. To ensure your privacy and security please mail or courier the information to the following:

Mail Address:
Attention Finance Department
PO Box 9331
Stn Prov Govt, B.C.
Victoria, B.C. V8W 9N3

Courier Address:
Attention Finance Department
2950 Jutland Rd
Victoria, B.C.
V8T 5K2

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What roles exist in ePayment?

Users can be assigned one, or more, of three different roles associated with ePayment. The roles are:

• ePay Financial Admin: This role is the administrator for the company EFT account. Users assigned this role are able to manage and update the EFT account and assign up to three payment level authorizations to users with the ePay Payer role.
• ePay Payer: This role is assigned to users who are able to review invoices and make payments. Users with this role must be provided an Authorization Code by the ePay Financial Admin that enables them to make a payment up to a maximum amount.
• Applications: This is an existing role in KERMIT that carried over to AMS system when it launched. Company Administrators will continue to assign this role to users who will prepare and submit applications. This role allows users to view invoices in ePayment but not to edit financial information or make a payment.

A summary of the roles is below:

Actions	ePay Financial Admin	ePay Payer	Applications
Edit EFT Account (non-financial data)	Yes
View Payment Transactions	Yes	Yes	Yes
Register Payment to Pay Later		Yes	Yes
Submit Payment		Yes
Resubmit Failed Payment		Yes

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Can I have financial roles with more than one company?

No. Each account can only be assigned the ePay Financial Admin for one company. However, ePay Payers can be assigned to more than one company.

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Is it possible to have two ePay Financial Admins on an account?

Yes, a company can assign two ePay Financial Admin users as joint users.

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My company provides funds to Land Agents to pay applications. Can Land Agents still pay on behalf of the company without accessing the bank information?

Anyone that is assigned an ePay Payer role can pay an invoice on behalf of the company. This role is assigned by the ePay Financial Admin.

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How do I limit the payments that an ePay Payer can make with my bank account?

The ePay Financial Admin role can set up to three authorization codes each with a maximum payment limit for payments to be submitted to the Regulator by the ePay Payer role. To do this, the ePay Financial Admin role must log onto ePayment, click "Edit EFT Bank Information” in the far left navigation panel. The resulting screens will enable the ePay Financial Admin to set three maximum payment amounts and Authorization Codes.

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What if I am not authorized to pay the full amount of my invoice?

The person in your company who is assigned the ePay Financial Admin role can assign ePay Payer roles in KERMIT. The ePay Payer roles are assigned a maximum amount they are allowed to pay. If you cannot submit a payment, please check with your ePay Financial Admin on whether your maximum amount needs to be adjusted.

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ePayment is asking me for an Authorization Code. Where do I find one?

The Authorization Code is assigned by the ePay Financial Admin role. If you do not have an Authorization Code, check with your ePay Financial Admin. The ePay Financial Admin role is able to create three Authorization Codes in the EFT Account details screen in ePayment.

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I saved my username and/or password on your site. How do I clear this information?

If you have saved your login credentials on our online system please contact your IT department for assistance in clearing this information.

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How do I log out?

There is a log out button at the top right of ePayment. Always use the log out button to ensure your session is properly closed.

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What does it mean when my session times out?

ePayment keeps track of periods of inactivity. If you are inactive on the site for 15 minutes your session will expire and you will be required to log in again. This is a security feature to ensure your identity and information is protected.

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Why do I need to clear my browser cache?

As a security measure it is recommended that you clear your browser cache ensuring that your information remains private.

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Will I get a receipt when I pay online?

Yes. When an online payment is submitted, the invoice will automatically be updated to include payment details for your records.

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How long does it take for a payment to be transferred?

EFT payments are processed from your financial institution within two business days.

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Can I access previous invoices?

Yes. Previous invoices are listed in the dashboard of ePayment.

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Do I have to pay as soon as an application is submitted?

No. Companies have 30 days to pay an application fee invoice.

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How is the financial information secure and protected?

Regulator online systems use industry best practices to protect all information collected. Secure transfer protocols are used to encrypt data sent back and forth between system users and the Regulator’s service. The EFT information is only viewable and editable to certain security roles assigned by the company.

However, as a user there are certain precautions to employ to keep your information private:

• Always keep your user name and password secret and never save them in your browser.
• Log out and close your browser after every session.
• Clear your internet browser cache after each session.

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Does the Regulator automatically debit the accounts for unpaid invoices?

No, the Regulator cannot debit bank accounts. Users with the ePay Payer role initiate the payment. The Regulator then batches all initiated payments once a day and submits them to the bank for processing.

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Does my account have to have a minimum balance?

No, the account only needs sufficient funds to make a payment when your ePay Payer initiates the payment.

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How do I set up Authorization Codes?

The ePay Financial Admin role is able to set up to three Authorization Codes to enable an ePay Payer to make a payment. A Quick Reference Guide to doing this is here.

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How do invoices work for amendments?

Amendment invoices are generated in ePayment and an email notification is sent after the decision maker has made a determination on an amendment application.