PAD Cancellation Form

[mstanton1]

Description

Create a client facing form that can be submitted when a client wishes to cancel their PAD agreement. This form is not required when a client self serves and deactivates an account that is paying with PAD as we receive a request to cancel through the UI. This form is only required if the client wishes to submit the request for PAD cancellation or deactivation of an account that is paying through PAD directly to BC Registries.

Business Rules:

1. Forms are processed by BC Online Admin (account_creator in keycloak)
2. Forms must be stored

Information: Use the data fields on the existing BCOL EFT cancellation form as the basis https://citz.sp.gov.bc.ca/sites/SBC/REG/Projects/MVSM/Modernization%20Docs/Relationships%20Docs/BCOL%20Admin%20Checklists%20and%20Docs/Remove%20Both%20EFT.pdf

Must update

• BC Online account to BC Registries Account
• EFT to PAD
• Remove option for electronic cheque

Use formatting similar to the Administrator Request form which was created here: https://citz.sp.gov.bc.ca/sites/SBC/REG/Projects/MVSM/_layouts/15/DocIdRedir.aspx?ID=S52QENDTEJAE-1724982671-3583

Tasks

• [ ] When ticket has been created, post the ticket in RocketChat '#Operations Tasks' channel
• [ ] Add entity or relationships label to zenhub ticket
• [ ] Add 'Priority1' label to zenhub ticket
• [ ] Assign zenhub ticket to milestone: current, and place in pipeline: sprint backlog
• [ ] Reply All to IT Ops email and provide zenhub ticket number opened and which team it was assigned to
• [ ] Dev/BAs to complete work & close zenhub ticket
• [ ] Author of zenhub ticket to mark ServiceNow ticket as resolved or ask IT Ops to do so

[mstanton1]

Draft form started here: https://app.zenhub.com/files/157936592/f24fc673-8f51-4b4b-95e2-53e3319960c4/download

Pending decision on whether to include this as an optional section within the account deactivation form.

Note - as per a review of the H1 Canada Processing Rules the following will apply and should be included in BCOL Training materials:

1) Subject to the terms of any agreement between a Payor and Payee including their Payor’s PAD Agreement, a Cancellation Notice may be provided to a Payee by way of registered mail, telephone, Internet, e-mail, fax or prepaid courier and must be provided in compliance with the notice requirements for cancellations, if any, set out in the applicable Payor’s PAD Agreement.

2) Subject to the expiry of any reasonable cancellation notice period not to exceed 30 days that has been clearly set out in any agreement between a Payor and a Payee (including in a Payor’s PAD Agreement), upon receipt by a Payee either Written, or orally with proper Authorization to identify the Payor, clearly instructing the Payee to cease issuing PADs or otherwise revoking a Payor’s PAD Agreement or an Authorization to issue PADs, the Payee shall use best efforts to cancel the PAD in the next business, billing or processing cycle but shall within not more than 30 days from the notice, cease to issue any new PADs against that Payor and not issue any further PADs against that Payor unless and until that Payor provides the Payee with a new Payor’s PAD Agreement. For the purposes of this section 27, in order to cancel any PAD or revoke its Authorization to issue any PAD, a Payor may but shall not be required to use a cancellation notice in the form set out in Appendix VI

[mstanton1]

This form has been sent to Amber to determine if there are any concerns from a policy perspective.

@amit4610 @jyoti3286 please review and let me know if you have any feedback.

Next steps:

• [ ] Once reviewed by Amber and relationships provide to BCOL Admin for review.
• [ ] Once approved by BCOL Admin send to Genevieve to produce the form.

[mstanton1]

Implemented feedback from Amber and sought clarification on some feedback. E.g. was asked to add FOIPPA section but due to collecting business contact information I do not think this is required. Pending response.

Updated PAD form available here: https://app.zenhub.com/files/157936592/55a23dec-4944-45bf-80db-477840b101ca/download

[mstanton1]

Policy Information for inclusion in a related job aide for BC Online Admin:

You may also want to consider what might happen if someone provides written notification of cancellation for their PAD in a format aside from this form. The PAD agreement provided by Registries to the account holder does not specify a requirement to use a prescribed form – it requires written notification or suggests a sample PAD cancellation form from www.payments.ca or the payor’s FI. Furthermore, as PAD cancellations can be time sensitive, rejecting a written notification in another format and waiting for the form to be completed could impact the charges debited to the account if it is not cancelled in time. I’d suggest creating a process that treats these PAD cancellation queries and submissions as a priority especially if re-directing the client to re-submit our standard form if they try submit another type of notice.

Additional Details - If a client opts to use a separate form we should verify the following:

You’d probably want the name to match an administrator on the account, as well as the account name since I don’t believe it’s possible to search for an account by the name of the account admin (please let me know if this has changed!). Otherwise the sample cancellation notice from payments.ca shows: o Name of Payor, o Effective date of cancellation (I’d probably assume immediately if its not been mentioned) o Signature of Payor o Acknowledgement that the cancellation does not terminate other obligations

[mstanton1]

Updates made as per feedback from policy. Two potential updates are pending responses from BCOL Admin:

1. Would you like the form to include a filed/received/approved box? We are not required to include this if it does not align with your business process. One question from policy, though, was how we would know when a form was received and filed. Within the system we would track when a form was processed. However, we wouldn’t have any way of knowing when the mail came in. Do you have an existing process? The reason policy is focusing on these dates is that these documents can be time sensitive. They’ve noted if a claimant is saying they sent in the PAD cancellation but we don’t have a record of the received date/processed date it may be problematic.
2. Would the PAD Cancellation form/Account deactivation form be accepted by email or does it need to be mailed in? The form currently does not include those details and should be updated if there are restrictions.

[mstanton1]

Form provided to Genevieve with request to place as PDF. Header logo is to match the current header logo on the BC Benefit Company forms. Formatting is to match the formatting on the BC Benefit company forms (spacing, font, contact bar).

[mstanton1]

Forms were produced by Genevieve. I've reviewed the new form and requested the following adjustments:

• Mailing Address: please remove BC Online Partnership Office
• Logo: please update logo to be the logo used for the more recently created Benefit company forms. E.g. https://www2.gov.bc.ca/assets/gov/employment-business-and-economic-development/business-management/permits-licences-and-registration/registries-forms/form_01_ben_-_benefit_company_application.pdf
• Check boxes / fields to complete: The benefit company forms and Administrator Request form 36BR have a light blue color identifying fillable fields and checkboxes. Can you please do the same on this form?
• Update font size for instructions in authorization section E. I had originally drafted this with a smaller font than the rest of the form but looking at other fillable forms for the Business Registry it appears the same size text as seen in section C and D should be used.
• Please remove the extra line above Section A/B.
• Update section C from ‘First Name, Last Name’ to ‘FIRST NAME, LAST NAME’ as above. This is a change based upon a secondary review of the forms for Benefit Companies.
• Remove additional wording in C in brackets (Complete if payment method is pre-authorized Debit). This form is only for cancellation of pre-authorized Debit and this section is always required.

[mstanton1]

Form 61 BR has been created and saved on the Modernization Sharepoint in the Change Management Payments folder: https://citz.sp.gov.bc.ca/sites/SBC/REG/Projects/MVSM/_layouts/15/DocIdRedir.aspx?ID=S52QENDTEJAE-1724982671-4255