Power of Manager Instructions and Frequently Asked Questions

Power of Manager Instructions and Frequently Asked Questions

What is the NPC Power of Manager (POM) Process?

- What do I need to consider when submitting a POM contract?

POM Submission

- How do I submit a new POM contract?

- Where do I send the signed contract and cover letter?

- What happens after I send the signed POM contract and cover letter?

- How do I add a billing name to an existing POM contract?

- How do I deactivate a billing name?

- How do I “void” a POM contract?

- How do I reactivate/resubmit an inactive or rejected billing name?

POM Submission Status

- What does a status code mean?

- What do I do if a POM submission is rejected?

- What are the reasons for POM rejection?

- How do I contact the NPC regarding POM processing?

Problem Reporting

- How to report a problem

- Questions, Comments or Concerns

What is the NPC Power of Manager (POM) Process?Back to top

The NPC’s Power of Manager (POM) process exists to facilitate the distribution of compensation to a PSP when the supplied billing name provided on the PSP’s claim of ownership does not match the billing name of record for the PSP. When a PSP claims ownership of a payphone ANI and submits a billing name other than the billing name the NPC has on record for the PSP, the NPC will withhold compensation to the submitting PSP until an authentic Power of Manager contract is received.

The NPC’s Power of Manager is a contract between an existing Payphone Service Provider (PSP) in the NPC system and another payphone company (“owner”), which allows the existing PSP to “manage” or receive compensation for the payphone “owner”. An authentic POM contract authorizes the NPC to release funds to the PSP. A POM contract must be signed by the PSP, AGGR (if applicable), and the unregistered payphone owner represented by the PSP.

During the processing quarter, after the PSP claim submission cut-off, the NPC will automatically generate an email to those PSP IDs, or AGGR if applicable, that will potentially have payments withheld per POM to serve as a reminder to submit POM forms.

What do I need to consider when submitting a POM contract?Back to top

• All POM submissions will require the proper type of signed documentation prior to being activated by the NPC. New POMs will require a signed contract and cover letter. The contract defines the legal terms of the POM agreement. The cover letter lists the billing names that are included under the POM.

• Addendums to an existing contract will only require a signed cover letter. When submitting only a Cover Letter, the billing names listed on a Cover Letter should be variations or alternate billing names for your company, or alternate billing names for managed companies, for which you’ve already submitted a complete POM document.

• Access to view or maintain your POM contracts on the NPC Website will be available the entire processing quarter. The POM cut-off date is always in the middle of the second month of the processing quarter. When an action is taken on a POM after the POM Activation cut-off, the POM Entry and Maintenance screen will show the following Message at the top: “All activity on compensation will be deferred until the end of next processing quarter.”

POM SubmissionBack to top

1. Access the NPC website and log-on.

1. Under the ‘Payphone Service Provider’ drop down menu, select ‘POM Entry,’ ‘POM Maintenance,’ ‘Rejected POMs,’ or ‘Inactive POMs’ from the ‘Power of Manager’ menu list.

1. If you are an Aggregator, the ‘Power of Manager’ screen will prompt you to enter the specific PSP ID for which you intend to submit or take action on a POM. Enter the PSP ID and click the Go button.

How do I submit a new POM contract?Back to top

The following section explains how to submit a POM contract using the NPC website.

1. Access the NPC website and log-on, per the instructions above in POM Submission.

1. The top section of the ‘Power of Manager Entry’ screen will be populated with the PSP ID, AGGR ID, and company name of the logged in PSP ID. The bottom section of the screen will be populated with all the billing names associated with the logged in ID that are candidates for POM. These are billing names that have been submitted on claims of payphone ownership by the logged in PSP that do not match the billing name of record for that PSP. Compensation for any payphones associated with these billing names is withheld or will become withheld unless a POM contract is established.

1. The first step in generating a POM contract is to select the billing names that will apply for the POM. You can only generate one POM contract at a time. Select all names that apply for the POM by clicking in the checkbox next to each name. All the billing names for a new contract must be for the same owner, such as: “ABC Restaurant,” ABC Rest,” “John Doe dba ABC Restaurant”. To select all available billing names click in the checkbox that is at the top of the list next to the ‘Billing Name’ label.

1. The next step is to generate and print the POM contract and cover letter. Click on the ‘Submit’ button at the bottom of the screen. A message will display indicating the Contract has been created. e.g. “Contract number 99999 has been created. Print Contract and Cover Letter for signatures.”

1. Print the contract and cover letter by clicking on ‘Print Cover Letter’ and ‘Print Contract’.

1. Sign the contract. The managing PSP, AGGR (if applicable), and the “owner” must sign. The Manager must also sign the Cover Letter. You are required to submit the signed cover letter and contract to the NPC in order for the POM contract to be activated and the associated claims released.

1. Send the completed contract and cover letter to the NPC. For delivery methods and address information click here.

1. Monitor the status. For more information on monitoring the submission status, please refer to the POM Submission Status section.

Where do I send the signed contract and cover letter?Back to top

Mail to: National Payphone Clearinghouse

221 East 4th St., Room 121-1090

Cincinnati, OH 45202

Fax to: 513-721-COIN(2646)

E-mail as attachment to:

What happens after I send the signed POM contract and cover letter?

Back to top

Once the contract has been received by the NPC, it is queued for processing. For more information on monitoring the submission status, please refer to the POM Submission Status section.

How do I add a billing name to an existing POM contract? Back to top

The following section explains how to add a billing name to an existing POM contract using the NPC website.

1. Access the NPC website and log-on, per the instructions above in POM Submission.

1. The top section of the ‘Power of Manager Maintenance’ screen will be populated with the PSP ID, AGGR ID, and company name of the logged in PSP ID. The section titled “NPC Power of Manager Contracts” displays an “Add’ link and the Contract #, Submit Date, and Void Date if applicable for all POM contracts managed by the logged in ID. The ‘Power of Manager Billing Name(s) for Contract#’ section lists the Billing Name, Effective Date, and Status of each billing name included in the selected Contract. At the bottom of the screen the ‘Deactivate’, ‘Print Contract’ and ‘Print Cover Letter’ buttons are displayed.

1. Click the 'Add' link next to the specific Contract # you want to add billing name(s) to. A window will display all the available billing names for that PSP.

1. Select all the billing names you want to add to the contract by selecting the checkbox next to the name(s) and selecting the 'Save' button. (The billing names you are adding should all be variations or alternate billing names for your company, or alternate billing names for managed companies, for which you’ve already submitted a complete POM document.) The selected billing names will now appear in a Pending status under the selected Contract #.

1. Print the cover letter by clicking on ‘Print Cover Letter’. The cover letter is the only documentation required by the NPC when adding names to an existing contract. The contract is available for reprinting by clicking on ‘Print Contract’.

1. Sign the cover letter. On the cover letter, only the managing PSP is required to sign. You are required to submit the signed cover letter to the NPC in order for the billing names to be activated and the associated compensation released.

1. Send the completed cover letter to the NPC. For delivery methods and address information click here.

1. Monitor the status. For more information on monitoring the submission status, please refer to the POM Submission Status section.

How do I deactivate a billing name?Back to top

To deactivate a billing name is to set the status to inactive. All claims with the deactivated billing name(s) will be scheduled for payment withhold. The following section explains how to deactivate a billing name associated with an existing POM contract.

1. Access the NPC website and log-on, per the instructions above in POM Submission.

1. The top section of the ‘Power of Manager Maintenance’ screen will be populated with the PSP ID, AGGR ID, and company name of the logged in PSP ID. The section titled “NPC Power of Manager Contracts” displays an “Add’ link and the Contract #, Submit Date, and Void Date if applicable for all POM contracts managed by the logged in ID. The ‘Power of Manager Billing Name(s) for Contract#’ section lists the Billing Name, Effective Date, and Status of each billing name included in the selected Contract. At the bottom of the screen the ‘Deactivate’, ‘Print Contract’ and ‘Print Cover Letter’ buttons are displayed.

1. Select the billing names you want to deactivate by clicking in the checkbox next to the name(s) then click the 'Deactivate' button.

1. The deactivated billing name will be removed from the ‘Power of Manager Maintenance’ screen. To view Inactive POMS select the ‘Inactive POMs’ link or select “Inactive POMs” from the ‘Power of Manager’ menu list that is under the ‘Payphone Service Provider’ drop down menu. This will take you to the “Power Of Manager Inactive Owners / Bill Names” web page. This page lists the following details about each Inactive POM contract: Contract #, Name of Owner, Deactivation Date.

How do I “void” a POM contract? Back to top

To void a POM contract is to make the entire contract, and all of its associated billing names, inactive. Voiding a contract can only be done by contacting the NPC via email at or via phone at 513-397-6260.

How do I reactivate/resubmit an inactive or rejected billing name?Back to top

To reactivate an inactive billing name or resubmit a rejected billing name you simply add the name to a contract. Refer to the process steps outlined in the How do I submit a new POM contract? and How do I add a billing name to an existing POM contract? sections.

POM Submission StatusBack to top

The status of a POM submission will change as it is being processed. At the conclusion of each business day the NPC will automatically generate an email to the primary email contact on record for a PSP in the event that a POM contract for that PSP has been modified or processed during the business day, causing its status to change.

You can check the status of your POM submission(s) by accessing the NPC website and selecting the appropriate Web page from the ‘Power of Manager’ menu list that is under the ‘Payphone Service Provider’ drop down menu.

• Selecting “POM Maintenance” will take you to the “Power of Manager Maintenance” web page. This page displays all POM contracts for the logged in PSP ID along with the active and pending billing names associated with each contract.

• Selecting ‘Rejected POMs’ will take you the “Power of Manager Rejected Owners / Bill Names” web page. This page displays all rejected Contract / Bill Names.

• Selecting ‘Inactive POMs’ will take you the “Power of Manager Inactive Owners / Bill Names” web page were all inactive Contract / Bill Names will be displayed.

What does a status code mean?Back to top

Every status code represents a stage of the POM submission process while the submission is being processed. The following table lists the different status codes and their descriptions.

Status Code

PENDING

ACTIVE

REJECTED

INACTIVE

What do I do if a POM submission is rejected?Back to top

The following section explains the actions to take in the event that a POM submission is Rejected.

1. Determine the reason the submission was rejected by accessing the “Rejected POMs” web page. This page displays all rejected Owners / Bill Names along with the Rejection Date and the Reject Reason. To access this page select “Rejected POMs” from the ‘Power of Manager’ menu list that is under the ‘Payphone Service Provider’ drop down menu or by clicking on the ‘Rejected POMs’ link from any Power Of Manager web page.

1. Correct the POM submission based on the reject reason provided.

1. Resubmit the POM submission.

What are the reasons for POM rejection?Back to top

The reasons that the NPC may reject your POM submission:

• We have a breakaway letter that is newer than the POM.
• The PSP Name has changed.
• A date on the document is a future date.

• The POM document is not complete; pages are missing.
• The POM document is illegible.
• The Manager name on the document does not correspond to our listing for that owner in our system.
• The name on the first page does not match the name on the second page.
• The PSP ID is inactive.
• There is a missing signature in one or more of the required spaces.
• The text of the POM document has been altered.
• The signatures are not attested.
• The POM document is not completed correctly.
• The billing name(s) on the Cover Letter involve name(s) that aren't associated with the account; complete POM required.

How do I contact the NPC regarding POM processing? Back to top

You can contact the NPC via email at or via phone at 513-397-6260. You can also report technical problems via the NPC website as described here.

Problem ReportingBack to top

If you are experiencing any technical difficulties while submitting, viewing, or processing your POM submission, you can report the problem using the ‘Report Problems’ page under the Payphone Service Provider Menu.

How to report a problemBack to top

Use the following guidelines to report any problems while browsing the NPC website.

1. To access the ‘Report Problems’ page, select the menu item ‘Report Problems’ from the ‘Payphone Service Provider’ Menu as shown below. You may have to login if you have not already done so.

1. The ‘Report Problems’ page is displayed as shown below.

1. All the fields marked with an asterisk (*) are required fields. You must complete all the required fields to report a problem.

1. Select the type of problem you are experiencing from the ‘Problem Type’ dropdown list. If your problem type is not one of the options listed, select the ‘other’ option. Enter any comments specific to your problem in the comments field. The NPC strongly recommends adding comments specific to the problem. Comments help the NPC quickly isolate the problem and expedite the resolution process.

1. Complete the contact information fields i.e. first name, last name, e-mail address and daytime phone number. This information is needed in the event the NPC needs to contact you.

1. After completing all the required fields, click on the ‘Report Problems’ button to submit the information. A message is displayed acknowledging the submission of your problem.

Questions, Comments or ConcernsBack to top