User Manual - Advantage Card
Contents
1. day the payment is due before making the one off payment online Failing to stop the automatic direct debit will result in a double rent payment Example 1 pay as you go Kylie registered with EasyRentCard to initiate her rent payments from her bank account by phone or online Kylie realises her bank balance is insufficient to pay her rent due today Kylie visits www jimaitken com au gt Renting gt Pay Your Rent and logs in Instead of selecting to pay by her default bank account Kylie can select Alternative Credit Card and input the relevant details This ensures Kylie still pays her rent on time and avoids the bank dishonour fee Corum Real Estate Services Jim Aitken EasyRentCard User Manual 071204 V9 4 doc 3 of 12 Example 2 automatic direct debit Tom usually pays his rent via scheduled payments so his bank account is automatically debited each fortnight The morning his rent is due Tom realises his bank balance is insufficient and he will incur a dishonour fee when his payment is automatically withdrawn Providing it s before 2 00pm EDST the day his rent is scheduled for payment Tom can call Customer Care on 1300 308 392 to stop the automatic direct debit from his bank account on this occasion then initiate a one off payment by credit card Tom visits www jimaitken com au gt Renting gt Pay Your Rent selects Alternative Credit Card and inputs the relevant details Tom s next fortnightly payment will be automatically de2. lt a Your ote rent riken collection solution User Manual KATHERINE MARSH a for property managers visit www easyrentcard com au email enquiries easyrentcard com au H call 1300 308 392 fax 02 9211 0508 Contents INTRODUCTION OVERVIEW 2 1 How does EasyRentCard work TENANT PAYMENT OPTIONS 3 1 Overview 3 2 One off credit card payments REGISTERING TENANTS 4 1 Option A1 Tenant self registration 4 2 Option A2 Tenant self activation 4 3 Option B Online tenant registration 4 4 Tenant registration status 4 5 Registering for share accommodation PAYMENT PROCESSING EASYRENTCARD CLEARED FUNDS 5 1 Cleared funds processing versus shadow payment processing 5 2 Trust account deposits 5 3 Timing 5 4 Disbursing to your landlords 5 5 Tenant funds 5 6 Public holiday payments 5 7 Reports 5 8 Automatic receipting OMDWWADANNN Noon A WW W MH N N JIM AITKEN PARTNERS EASYRENTCARD WEBSITE 10 6 1 For you www easyrentcard com au 10 6 2 For your tenants www jimaitken com au gt Renting gt Pay Your Rent 10 INTERACTING WITH TENANTS 10 7 1 Legalities 10 7 2 Talking to tenants 11 7 3 Handling tenant objections 11 7 4 Tenant fees 11 Corum Real Estate Services Jim Aitken EasyRentCard User Manual 071204 V9 4 doc 1 of 12 Introduction Welcome to Jim Aitken Partners EasyRentCard Your complete rent collection solution EasyRentCard automates your rent collection integrating daily paym
3. 71204 V9 4 doc 5 of 12 4 4 4 5 c Ifa tenant elects to pay by auto direct debit ensure the Commencement Date is no earlier than 5 working days 5 Give the tenant their new EasyRentCard card inserting the 16 digit card number on the Tenant Registration Form Inform tenants when they can start using their card 30 minutes after you enter the details online 6 With your EasyRentCard Client number and PIN visit www easyrentcard com au and follow the prompts to register the tenant This should only take a few minutes 7 Double check that the online confirmation page matches the Tenant Registration Form details 8 Fax the Tenant Registration Form to us at 02 9211 0508 9 File the original Tenant Registration Form and retain it for the statutory period 10 In your property management system enter the last 8 digits of the new tenant s card number to enable automatic receipting of future rent payments 11 If necessary link any cards belonging to tenants sharing the same property See Important Note below for details IMPORTANT NOTE for multiple tenants in a property If multiple tenants renting the same property wish to pay their portion of rent separately they can register individually for their own EasyRentCard cards Refer to section 4 5 for details Tenant registration status You can check whether or not a tenant has been registered by reviewing your daily EasyRentCard emails or visiting www easyrentcard com au Dail
4. bited as usual from his bank account Convenience fee examples Because Tom and Kylie pre registered to pay by bank account they pay a monthly fee regardless of the number of payments made They will also incur the 1 2 credit card convenience fee for this one off credit card payment If they had pre registered to make rent payments by credit card they would be used to paying 1 2 per payment rather than per month Choosing to make a one off payment from another credit card would make no difference to their fees 4 1 Registering tenants Before tenants can pay rent through EasyRentCard they must be registered in our system There are currently 4 ways to register tenants for EasyRentCard A1 Tenant self registration A2 Tenant self activation B Online tenant registration Each method is described in detail below Option A1 Tenant self registration We recommend you use this registration method it s the quickest and most convenient way to register tenants In this process your tenants register themselves by phoning Customer Care or visiting the website We will then send them their card by mail within 10 days Points to note e Tenants can pay rent within 3 minutes of registering e No hard copy forms for tenants to complete e No hard copy forms for you to fax and file e No need for you to keep a stock of rent cards and forms Process 1 Inthe new lease agreement specify EasyRentCard as the payment method 2 In
5. clude a Tenant Brochure in your document bundle for lease agreement signing and explain EasyRentCard 3 After signing the lease agreement tenants register for EasyRentCard by phone 1300 308 392 or internet www jimaitken com au gt Renting gt Pay Your Rent These details are included on the Tenant Brochure Corum Real Estate Services Jim Aitken EasyRentCard User Manual 071204 V9 4 doc 4of 12 4 2 4 3 Recommendation encourage tenants to register while they re still in your office so you know it s done 4 We will mail tenants their new EasyRentCard card within 10 days of registration 5 Check your daily EasyRentCard email for any new registrations In your property management system enter the last 8 digits of each new tenant s card number to enable automatic receipting of future rent payments 6 If necessary link any cards belonging to tenants sharing the same property See Important Note below for details IMPORTANT NOTE for multiple tenants in a property If multiple tenants renting the same property wish to pay their portion of rent separately they can register individually for their own EasyRentCard cards Refer to section 4 5 for details Option A2 Tenant self activation The Tenant Self Activation process is very similar to Tenant Self Registration but is only used as part of a specific project to register your existing tenants In this process your office works with a EasyRentCard Account Manager to pro
6. ent details with your property management system to save you time and money everyday This User Manual is designed to provide you with detailed information about using EasyRentCard in your office If you have any questions or would like to book some free training please contact Customer Care Phone 1300 308 392 operating hours 8 30am 6 00pm EDST Monday Friday Email enquiries easyrentcard com au Fax 02 9211 0508 Note All fees and charges quoted in this User Manual are quoted exclusive of GST 2 1 Overview How does EasyRentCard work 1 Tenants register to receive a EasyRentCard card with a unique number 2 Tenants make rent payments by a Phone b Internet c Automatic direct debit d BPAY e POSThillpay in person 3 EasyRentCard collects rent payments made for your office each day and makes a single batch deposit into your trust account 4 EasyRentCard reconciles the payment details providing you with a file to integrate into your property management system to enable automatic receipting 1234 5678 9234 5678 ES ial ee DIRECT Em Trust account Property management t Not available via BPAY or POSTbillpay in person Corum Real Estate Services Jim Aitken EasyRentCard User Manual 071204 V9 4 doc 2 of 12 3 1 3 2 Tenant payment options Overview EasyRentCard is the easiest and most convenient way for tenants to keep on top of their rent payments It e
7. it into 3 categories 1 Payments uncleared 2 Payments cleared Corum Real Estate Services Jim Aitken EasyRentCard User Manual 071204 V9 4 doc 8 of 12 5 8 3 Payments declined Where a payment is marked as uncleared we recommend you do not send an arrears notice You would send an arrears notice if the payment has been declined PAY File This file is for importing directly into your Property Management System PMS where it automatically allocates each transaction to the correct tenant It updates your tenant records and automatically prints receipts of all EasyRentCard payments PAY file contains payments processed 3 4 business days earlier which are now classified as Payments Cleared This file matches the Payments Cleared category in your Daily Report Automatic receipting To set up automatic receipting in your PMS follow these steps 1 Confirm your PMS supports the automatic receipting of the PAY File At the time of publication the following are compatible ADEPT Property Management e Real OZ Software e Clarke Combined Rent amp Sales e Rockend Rest Professional Trust 98 Windows e Clarke Quick Trust 98 Windows Rockend Rest Console Gateway RP Data Your Property Manager e GeeDee Realty Systems e Sherlock Trust Manager 3 4 e Linear Logic React Rental e Sherlock Trust Manager 5 e Macpro REOffice e Surfways Solutions Apple Mac e Macpro Trust Manager e Tenacity e Mu
8. lti Array e Tenancy Software Realty Gold V4 3 e Multi Develooments CMS VRM If your PMS does not appear in the list above contact your PMS representative to check if your current version supports the PAY File You may need to upgrade to a higher version 2 Save the PAY File you receive each day and export import it into your PMS Your PMS representative will be able to provide you with instructions to do this The last 8 digits of each tenant s EasyRentCard card number is the link between the PAY File and your PMS enabling automatic receipting Whenever a new tenant registers you will need to add the last 8 digits of their EasyRentCard card number to their record in your PMS If you have any questions regarding this process please call Customer Care on 1300 308 392 Corum Real Estate Services Jim Aitken EasyRentCard User Manual 071204 V9 4 doc 9 of 12 6 1 6 2 Jim Aitken Partners EasyRentCard Website Both you and your tenants access the same website www easyrentcard com au but we recommend you still tell your tenants to access via www jimaitken com au gt Renting gt Pay Your Rent This ensures they go via your website encouraging them to take advantage of other Jim Aitken Partners services For you www easyrentcard com au On the homepage enter your client number and PIN to access your office s secure area This contains all the EasyRentCard tools and functions you need You can e Check tenant payment hi
9. ments in cash No there is no legislation requiring you to accept cash Many offices no longer allow cash due to the security risk for the office and personnel and they actively promote no cash kept on premises Talking to tenants When talking to tenants you might like to say Our preferred payment method is EasyRentCard It means you can pay rent anywhere anytime by phone internet or auto direct debit Paying with EasyRentCard means you don t have to waste time writing and posting cheques or travelling to our office or standing in bank or post office queues to pay your rent Some great benefits of EasyRentCard include being able to access your payment history online You can even use it as a credit reference for credit card or loan applications Handling tenant objections Remember that you cannot force a tenant to use EasyRentCard By selling the benefits while highlighting the real costs of other payment methods the EasyRentCard choice is easy Below are some tenant objections and suggested responses Do I have to use EasyRentCard No but we receive great feedback from tenants who use EasyRentCard about how easy it is to pay over the phone or on the internet They find it much more convenient They also find it saves them time and money because the costs of writing cheques and withdrawing cash etc are usually higher And many tenants love being able to pay by credit card if their bank account bala
10. nables them to pay their rent anywhere anytime and even by credit card With EasyRentCard your tenants can e Make payments 24 hours a day 7 days a week from anywhere e Choose from the following multiple payment options Pay by Pay from e Bank account Phone 1300 308 392 e Credit card e Internet www jimaitken com au gt Renting gt Pay Your Rent e Auto direct debit e BPAY bank account only e POSThillpay in person EFTPOS cash or cheque only e Access payment history online anytime e Use payment history as a credit reference for loan or credit card applications One off credit card payments Providing your office allows tenants to pay by credit card they can make one off payments with an alternative credit card online This payment flexibility can ensure payments are still made on time and enable tenants to avoid bank dishonour fees All tenants can take advantage of one off credit card payments regardless of whether they originally registered to pay by bank account or credit card or whether they setup scheduled payments or pay as they go Points to note e The standard 1 2 credit card convenience fee applies to these payments e The credit card name must match the tenant EasyRentCard card holder name IMPORTANT NOTE For tenants with scheduled payments Tenants making a one off payment in place of a scheduled automatic direct debit must call Customer Care to stop the automatic direct debit before 2 00pm EDST the
11. nce is insufficient or to earn the inherent reward points How else could pay You could post or drop in a cheque or money order Although most of our tenants have found that to be much more expensive and time consuming compared to EasyRentCard I still think it s too expensive We ve found that most payment methods cost our tenants more than they think And of course they are also time consuming and inconvenient For example paying by cheque fortnightly is around the same cost of EasyRentCard and more of a hassle Money orders are around 3 times the price Please note The above responses are suggestions only and you should confirm your office s position and preferred responses Dependent on the terms of the tenant s specific credit card Tenant fees Default bank account payments 2 91 per month monthly fee One off credit card payments monthly fee 1 2 per payment BPAY payments monthly fee 68c per payment POSTbillpay in person payments monthly fee 1 72 per payment Corum Real Estate Services Jim Aitken EasyRentCard User Manual 071204 V9 4 doc 11 of 12 Default credit card payments 1 2 per payment no monthly fee Prices exclude GST and are correct at the time of publication Fee timing Monthly fee Charged quarterly in advance Credit card convenience fee Charged at the time of payment BPAY Charged monthly in arrears POSThbillpay in person Charged monthly in arrears C
12. orum Real Estate Services Jim Aitken EasyRentCard User Manual 071204 V9 4 doc 12 of 12
13. red rent payments made 2 3 days earlier along with a reconciliation report Timing The daily cut off time for processing payments is 3 00pm EDST Eastern Daylight Savings Time Any payments made after 3 00pm will be processed the following business day No processing is conducted on weekends so any payments made after 3 00pm EDST on Fridays or anytime on Saturdays or Sundays will be processed the following Monday or Tuesday if Monday is a holiday Note processing in this context refers to EasyRentCard requesting relevant payment amounts from tenant accounts e For rent payments made before 3 00pm on a business banking day the cleared funds will be deposited into your trust account overnight 2 business banking days later Corum Real Estate Services Jim Aitken EasyRentCard User Manual 071204 V9 4 doc 7 of 12 5 4 5 5 5 6 5 7 e For rent payments made after 3 00pm on a business banking day the cleared funds will be deposited into your trust account overnight 3 business banking days later Disbursing to your landlords You may receipt and disburse your tenants rent payments as soon as the cleared funds are deposited into your trust account This will be following the 2 business banking day clearance time lag and will be indicated on your daily report Tenant funds It is the tenant s responsibility to ensure sufficient funds are in their nominated account at the time of payment and for the following 2 busines
14. s banking days Generally payments will be debited overnight but depending on the bank it can take longer in some cases If a tenant has insufficient funds EasyRentCard will charge the tenant a Dishonour Fee It is your responsibility to investigate any such missed rent payments Public holiday payments Rent payments due for processing on Australia wide or NSW public holidays will be processed on the next business banking day Please note following a holiday period some banks can take an extra day or so to bring their processing up to date due to the larger daily transaction volumes Reports Every morning following a business banking day Tuesday Saturday you will receive an email from EasyRentCard with two files attached 1 Daily Report A readable and printable report PDF format 2 PAY File An importable file for automatic receipting within your property management system CSV format At the end of each month you will also receive a monthly summary report listing all payments and any declined transactions during the month As they occur from time to time you will also receive email notification of changes tenants make online to their details These could include changes to e Payment method e Payment amount e Payment schedule e Phone numbers e Email address Daily Report You can view and print this PDF file to see at a glance the transactions processed the before 3 00pm the previous day Reports are spl
15. story up to the minute e Search by tenant name card number or address e List all tenants using EasyRentCard e Change your PIN e Print forms guides and marketing material e Read FAQs e Email us an enquiry For your tenants www jimaitken com au gt Renting gt Pay Your Rent Your tenants can e Pay rent automatically obtaining a receipt e Make one off payments with an alternative credit e Review and print payment history e Change their PIN e Change their contact details excluding property address e Change their bank account or credit card details e Change their payment amount or schedule e Read FAQs e Read Conditions of Use e Email us an enquiry 7 1 Interacting with tenants Legalities Is EasyRentCard a permitted payment method under the relevant legislation Yes providing the landlord and tenant agree to EasyRentCard as the payment method and it s specified on the lease As a Property Investment Manager acting on behalf of a landlord you are authorised to collect rent monies usually via your chosen method and the tenant can agree to EasyRentCard upon signing the lease Can EasyRentCard be the only payment method offered Yes Further to question 1 above it can be specified in a new lease as the payment method Tenants cannot however be forced to use it Corum Real Estate Services Jim Aitken EasyRentCard User Manual 071204 V9 4 doc 10 of 12 7 2 7 3 7 4 Do I have to accept rent pay
16. t account the same day we process the payments or the following day even though they have not been cleared by the banking system If a tenant s rent payment dishonours due to insufficient funds or some other bank account problem EasyRentCard attempts to reclaim the money by reversing the transaction from your trust account If you receipt and disburse funds the same day you receive them into your trust account as is required by law and we reverse the payment later due to a dishonour this may cause problems with your reconciliation and auditing Cleared funds processing eliminates 99 of reversals to avoid this issue Cleared funds processing means there will be a 2 3 business day lag between the date EasyRentCard requests a payment amount from a tenant account and the date the rent amount is deposited into your trust account This time lag applies to all tenant payment methods bank account credit card phone internet BPAY POSTbillpay in person e For rent payments made before 3 00pm on a business banking day the cleared funds will be deposited into your trust account overnight 2 business banking days later e For rent payments made after 3 00pm on a business banking day the cleared funds will be deposited into your trust account overnight 3 business banking days later Trust account deposits Each morning following a business banking day ie Tuesday Saturday you will receive a daily batch deposit of clea
17. vide tenants with pre registered personalised EasyRentCard cards which the tenants can then activate by phone or internet For more details contact Customer Care on 1300 308 392 Points to note e Tenants can pay rent within 3 minutes of activating e No hard copy forms for tenants to complete e No hard copy forms for you to fax and file e No need for you to keep a stock of rent cards and forms Option B Online tenant registration In this process your tenants complete a hard copy registration form which you then enter online and fax to us You give tenants their new EasyRentCard card noting the card number on the registration form Points to note e Tenants can pay rent within 30 minutes of registering e Tenants must complete a hard copy Tenant Registration Form e You must fax the Form to us after entering it online and file the original Process 1 Inthe new lease agreement specify EasyRentCard as the payment method 2 Include a Tenant Brochure and Tenant Registration Form in your document bundle for lease agreement signing and explain EasyRentCard 3 After signing the lease agreement tenants complete the hard copy Tenant Registration Form 4 Check the Tenant Registration Form to a Ensure all parts are complete b Ensure both the tenant and the bank account holder sign if the tenant is the bank account holder they must sign in both places Corum Real Estate Services Jim Aitken EasyRentCard User Manual 0
18. y email Once a tenant is registered you will receive confirmation in the daily email we send you The following text will appear in the body of the email List of new tenants registered on 2007 03 26 Miss Jane Citizen 1 11 Kings Road SYDNEY NSW 2000 Tenant Reference Number 00000000 Card Number 9036003700000000 Website You can also check if a tenant is registered online Visit www easyrentcard com au gt Tenant Search Registering for share accommodation EasyRentCard supports multiple rent payments for one property by linking the card numbers This is ideal for two or more tenants sharing who want to pay their portion of rent individually Depending on your property management system you may need to link these cards to ensure payments are accepted into your trust account and reconciled into your property management system There are 2 ways you can do this 1 Visit www easyrentcard com au gt Tenant References 2 Contact Customer Care on 1300 308 392 or enquiries easyrentcard com au Corum Real Estate Services Jim Aitken EasyRentCard User Manual 071204 V9 4 doc 6 of 12 5 5 1 5 2 5 3 Payment processing EasyRentCard Cleared Funds Cleared funds processing versus shadow payment processing In the Australian Banking system it can take from 1 to 3 days possibly longer for a direct debit transaction to be cleared by the acquiring bank Shadow payment processing means transferring rent payments to your trus
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