How to Register for a HESTEC Event

Transcription

1 How to Register for a HESTEC Event Thank you for your interest in registering for a HESTEC event. The following pages include how-to instructions for how to create a profile and submit payment information for a HESTEC event. Payments can be submitted through a purchase order or an Echeck/credit card. Contact Information For questions, concerns or changes in your registration, please the UTRGV Office of Community Relations at hestec@utrgv.edu. On the subject line, please list one of the 4 types of inquiries below, followed by the NAME OF THE EVENT that the question or inquiry is regarding. 1) "PROGRAM QUESTION" 2) "PAYMENT QUESTION" 3) "REFUND REQUEST" 4) "MISC QUESTION" Purchase Order Information Example: " PROGRAM QUESTION ELECTRIC CAR COMPETITION " Please consider the confirmation as a quote and submit to your organization's accounting office, so that they may create a purchase number. Purchase orders should be uploaded via your account by Friday, September 22, Invoices will be issued by UTRGV Office of Community Relations staff on/after Friday, October 20, Payment must be remitted no later than 30 days after the date on the invoice. Failure to pay by this date may affect your organization's ability to register for future events organized by the UTRGV Office of Community Relations. Echeck/Credit Card Information Please note that at the moment, the system is set up so that an Echeck or credit card payment can be submitted by an individual, not an organization. Our apologies for the inconvenience, but unfortunately, the university s EPAY system has a fixed EPAY template. Also, please note that the system will not allow for an individual to submit more than 1 payment of the same amount on the same day using a credit card. Acceptable credit cards include VISA, MASTERCARD and DISCOVER. Refund Information Any cancellations or change in counts should be submitted to hestec@utrgv.edu no later than Friday, September 22, After this date, the UTRGV Office of Community Relations will not be able to process reimbursements. Please include "REFUND REQUEST", followed by the event your refund request is for, when submitting to hestec@utrgv.edu. After this date, if your organization is paying through a purchase order through the EPAY system, your organization will be invoiced for the amount submitted on the original registration for payment remittance. If your organization pays through a credit card/echeck through the EPAY system, and your organization has a cancellation or has to decrease your counts, you must hestec@utrgv.edu by Friday, September 22, Please allow up to 2 months after HESTEC, for the processing of cancellations or changes in counts. Last revised on 5/12/17 Page 1

2 STEP 1: HESTEC REGISTRATION LANDING PAGE Go to Click on the HESTEC Registration button on the menu bar at the top of the HESTEC Website. This will redirect you to the HESTEC Registration landing page. Once you are on the HESTEC Registration landing page, click on the blue button. Last revised on 5/12/17 Page 2

3 STEP 2: HESTEC EPAY LANDING PAGE Clicking on the blue button will redirect you to the HESTEC EPAY system, which is the website for making HESTEC event registration payments. Click Add. STEP 3: EPAY ACCOUNT LOG-IN PAGE When you click Add, you will redirected to a log-in page. If you have used the UTRGV EPAY system previously, you will be able to log in using your existing EPAY account. If you are a first-time user, please lick on New Customer Registration. Last revised on 5/12/17 Page 3

4 STEP 4: CREATE A NEW CUSTOMER PROFILE (IF YOU ARE A NEW USER) Please create a profile and click on Create Profile. Very important: List your school address, not your personal address. Please indicate your school on the Firm/Employer AND on the Address field. For example, Best School in Texas, 123 Excellence Road. This is important so that the system can generate a registration receipt that shows your organization, once your registration is complete. Last revised on 5/12/17 Page 4

5 STEP 5: REVIEWING YOUR SHOPPING CART Once you create the profile, you will be redirected to event registration cart. Review the item(s) in your cart. Click on Review Purchase & Checkout. You will be redirected to the Shopping Cart Snapshot. Please select Payment Method: 1) Credit Card/Check or 2) Purchase Order. Last revised on 5/12/17 Page 5

6 STEP 6A: PAYMENT WITH AN ECHECK/CREDIT CARD If you click on paying with an ECHECK/CREDIT CARD, you will be redirected to a screen that looks like the image below. Note that paying with an ECHECK/CREDIT CARD can only be made by an individual, not an organization. For paying with an ECHECK, click on the 1 st tab that shows the green check rectangle. For paying with VISA, click on the 2 nd tab that shows the VISA card icon. For paying with MASTERCARD, click on the 3 rd tab that shows the MASTERCARD card icon. For paying with DISCOVER, click on the 4 th tab that shows the DISCOVER card icon. Please verify your payment information for accuracy, then click on the Pay Now button to process your payment. Please allow some time for payment to go through and do not hit return until you see the screen that says payment has gone through. The payment will be applied immediately. Last revised on 5/12/17 Page 6

7 STEP 6B: PAYMENT WITH A PURCHASE ORDER Part 1 If you click on paying with a PURCHASE ORDER, you will be redirected to a screen that looks like the image below. To submit your registration, click on Complete Payment Process. Please allow some time for the submission to to go through and do not hit return. Last revised on 5/12/17 Page 7

8 STEP 6B: PAYMENT WITH A PURCHASE ORDER Part 2 Below is the screen you will see once click on Complete Payment Process (if you register through the PO process). You will also receive an with the registration receipt. Please submit the registration receipt to your organization s organization office, so that they may create a purchase order. Last revised on 5/12/17 Page 8

9 STEP 6B: PAYMENT WITH A PURCHASE ORDER Part 3 Once your organization provides you with the purchase order, please log in using your EPAY account and upload the purchase order no later than Friday, September 22, On/after October 20, 2017, the UTRGV Office of Community Relations will send you an invoice to the address listed your profile. Please submit the invoice to your organization s accounting office, so that your organization may process and remit payment no later than 30 days after the date on the invoice. Last revised on 5/12/17 Page 9