Arrowhead

Your monthly Arrowhead expenses can be charged to a department FlexCard account because campus and/or systemwide contracts are in place with these vendors. With automatic monthly billing to the FlexCard, paperwork is reduced and the vendor is paid immediately. Departments continue to receive monthly statements from Arrowhead, for documentation and ledger reconciliation.

No other bottled water expenses should be paid on a FlexCard unless an exception has been granted by the Purchasing Department.

Two important reminders when setting up automatic monthly payments on a FlexCard:

1. If you are asked by the vendor to charge an existing balance to the FlexCard, say NO. Previous invoices are most probably in Accounting. If the vendor charges the balance to your FlexCard, and Accounting also pays the invoices, you will have been double charged for the balance. Always start payment on the FlexCard with the NEXT billing cycle.

2. If the employee whose FlexCard is being charged leaves your department, remember to transfer payment to an alternate account BEFORE closure of the first employee’s account. If you do not, your department runs the risk of “bouncing” payments and incurring late payment fees. Service disruptions may occur.

The following are instructions for setting up automatic payment with Arrowhead. The Cardholder must be the individual who makes the telephone call to the vendor.

Arrowhead

SET UP A NEW ACCOUNT WITH AUTOMATIC PAYMENT

1. Call Jim Kent, UCSB Arrowhead/Nestle Waters New Account Representative, at (805) 653-0253, ext. 303 or via email at jim.kent@waters.nestle.com.

2. Ask Jim to set up a new account with UCSB Contract pricing and with automatic payment (i.e., monthly bills to your FlexCard).

3. Provide Jim with the FlexCard cardholder name and billing address, account number and 3-digit security code on back on the card, and card expiration date.

4. Choose how you wish to receive your paid invoice:

   1. an electronic email notification that it is available for viewing (and printing) at www.arrowheadwater.com, or

   2. a hard copy mailed directly to your billing address.

5. Jim confirms setup of the new account with automatic payment and provides the anticipated service commencement date.
   

SET UP AUTOMATIC PAYMENT ON AN EXISTING ARROWHEAD ACCOUNT

1. Call Donna Paiva, UCSB Arrowhead Billing Representative, at 508-977-9696, ext. 8619 or via email at donna.paiva@waters.nestle.com and request set up of automatic payment for an existing UCSB account.

2. Donna will ask a series of questions to confirm your Arrowhead Account. In order to be able to respond, make sure that you have a copy of your department’s most recent invoice (see the following example) in front of you. You will need to provide:

   1. the Arrowhead Account Name (UCSB)

   2. your department Arrowhead Account Number (found in the upper right hand corner of the invoice)

   3. your department’s specific low value number (found on the third line of the mailing address in the upper left hand corner of the invoice)

3. Provide Donna with the FlexCard cardholder name and billing address, account number and 3-digit security code on back on the card, and card expiration date.

4. Request that all charges, including the previous balance – be billed to the FlexCard.

NOTE: FlexCard Administration and Accounts Payable will review all billing by Arrowhead to ensure that no duplication of payment occurs (i.e., your account is being paid on the FlexCard and also via a check issued through Accounts Payable). Due to timing issues, there might be a duplicate payment the first month after your account is converted to FlexCard, but any overpayment will be credited to your account and applied against future charges.

5. Choose how you wish to receive your paid invoice:

   1. an electronic email notification that it is available for viewing (and printing) at www.arrowheadwater.com, or

   2. a hard copy mailed directly to your billing address.

6. Donna Paiva confirms setup and provides you with the anticipated automatic payment implementation date.

7. Once automatic payment is implemented, your paid invoice clearly states NO PAYMENT DUE, with a zero balance (perhaps a credit balance, the first month).
   

NOTE: Automatic payment can take up to 30 days to implement. If, after 2 billing cycles, automatic payment has not been initiated and you continue to receive invoices through Accounting, contact Donna at Arrowhead.

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