Setup payments with Flex Dollars

This article describes theThe Flex Dollar and Payroll Deduction feature,feature allows administrators to offer a specialized payment method for handling partial permit payments with internal credits. ThisIts featureprimary allowspurpose youris to enable users to apply a pre-defined amount of flex dollars towards a permit purchase, with the system automatically notifying administrators of the remaining balance to be processed via internal payroll.

This

OPSCOM Support Configuration

The Flex Dollar Payment featurearticle is a custom development, tailored specificallyintended for oneOPS-COM client.administrators Itresponsible isfor not intended to be useful to, or available to all clients. Its availability is controlled by specificfinancial configurations setand upcustom bypayment anworkflows.

OPSCOM

Setup Supportand team member.

Configuration

This feature requires both a system-level activation and specific internal configurations to function properly.

Admin Side: Administrators must have the appropriate system role permissions enabled to access the system settings, payments, and user configuration bymenus.

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User administrationSide: Eligible end-users interact with this feature directly on the checkout page of yourthe system,user andportal, mustprovided alsotheir becart enabled by an OPSCOM support team member before it can be used. The setup involves definingmeets the selectablespecific criteria for flex dollar amounts, setting the notification email, and assigning the payment type to the appropriate users.usage.

This

The Flex Dollar Payment feature is a custom development tailored specifically for limited use cases. It is enabled by a system-level setting that is typically configured by OPSCOMOPS-COM supportSupport upon request. OncePlease enabled,contact yousupport mayto proceedhave this feature activated for your environment before proceeding with the configuration steps below.

Configuration

Enabling andthe Functionality

Feature

1. To enable flex dollars, hoverHover over System Configuration, and click System Settings.

2. Click Permits.

3. Enable the checkbox beside Enable Flex Dollars. checkbox.

Configure

Configuring Email Notifications

An email address must be configured to receive ainternal notificationnotifications internallywith andthe details of the transaction each time this payment method is usedused. (andThis theemail detailsaddress ofmust thebe transactionactively monitored for accounting).any changes or updates to student flex dollar balances.

1. Hover over System Configuration, PaymentsConfiguration and, click ManagePayments, then Manage Flex Dollars.

2. InEnter an actively monitored email address into the Flex Dollars Alert Email text box, enter an email address you will be monitoring.box.

This email address must be monitored for any changes to be made to student flex dollar balances.

Define

Defining Flex Dollar Amount

Amounts

CreateYou must create the specific flex dollar values that users canare permitted to select during checkout.

1. Hover over System Configuration, Payments, Configurationand, click Manage Payments, then Manage Flex Dollars.Dollars.

2. Click the Add New button.

3. Enter athe Label. This is thedescriptive text the user will see in the drop-down menu into the Label field (e.g., "Apply $100 of Flex Credit")Credit).

4. Enter the corresponding numeric amount into the Value field (e.g., 100.00)00).

5. Click the Save. button.

6. Repeat this process for all the pre-determined flex dollar amounts your organization offers.

Assign

Assigning the Payment Method to User Types

Finally, thisThis payment method must be explicitly enabled for the specific user types who are permitted to use it.

1. Hover over System Configuration, click Users, and and clickthen User Types.

2. Select the specific user type you wish to grant access to (e.g., Staff).

3. In the user type settings, assignAssign the Flex Dollars/Payroll Deduction payment option.

   option

4. For detailed instructions, please refer toin the user type settings. Detailed instructions can be found on the User Types Administration wiki article.page.

Using this Feature

Once configured, thethis feature provides a streamlined purchasing workflow for users and a clear notification process for administrators.your administrative or payroll teams.

User Purchase Workflow

1. An eligible user addsAdd a standard term permit to theirthe shopping cart.cart on the user portal.

2. On the checkout page, they selectSelect Flex Dollars/Payroll Deduction as the payment method.method on the checkout page.

3. ASelect newthe desired credit amount from the populated drop-down menu appears,of populated with theconfigured flex dollar Labels you configured.labels.

4. The user selects an amount and completesComplete the transaction. TheirThe permit is considered valid and is issued immediately.immediately upon checkout.

Administrator Workflow (Post-Purchase)

1. UponReceive successfulthe purchase,automated antransaction email is automatically sent to the address configured in the "Flex DollarDollars Alert Email"Email field.

2. This notification contains the key information needed for manual processing:

   • User'user's Namename, contact information, permit details, flex dollar amount applied, and Contactthe Informationremaining balance due.

   • Permit Details

   • Flex Dollar Amount Applied

   • Remaining Balance Due

3. Your administrative team (e.g., Payroll or Parking department) usesUtilize this emailed information to independently confirm usersthe user's flex dollar balances and process the remaining balance via your organization's internal payroll system.

For auditing purposes, a note detailing the applied flex dollar amount is also automatically added to the usersuser's transaction payment record.

However,

Thethe payroll deduction component is not an automated process and neither is the updating of Flexactual Dollarflex balancedollar balances are not automated processes. The system's primary function is to simply calculate and report the remaining payroll deduction balance to administrators.administrators for manual processing.

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Best Practices &and Considerations

• Understand cart restrictions: This payment option will only appear to eligible users when their cart contains only standard permitspermits.. It will not be available as a selectable payment method if other items, such as violation payments or locker rentals, are also present in the cart.

• Use clear descriptive labels: Use clear and descriptive labels for the flex dollar amountsamounts. (e.g.,Applying transparent nomenclature like "Use $75 Payroll Credit"). Thisdirectly transparency is key to reducingreduces user confusion and support requests during the checkout process.

• Train your payroll staff: Ensure the staff who manage payroll are fully aware of this workflow and understand how to act on the email notifications. Clear internal communication is critical to the success of this feature.manual process.

• ExternalAcknowledge Verificationexternal &verification Reconciliation:requirements: It is critical to understand that OPSCOMOPS-COM does not verify real-time flex dollar balances with any external system. Administrators are solely responsible for independently verifying the spent flex dollar amounts with their HR/HR or payroll department and managing any discrepancies or adjustments outside of the OPSCOMsystem.

  system.



• Note:Understand system payment logic:this This type of payment is treated by the system as a full, successful payment. The systemOPS-COM does not havecurrently utilize strict split-payment logic or backend validation of flex balances beyond recording the user's chosen deduction amount.