1334 Current Members

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Frequently Asked Questions


What is the Electronic Fund Transfer System?
The Electronic Fund Transfer System (EFTS) is a billing system used by libraries. Members establish an account with the University of Connecticut Health Center. Lenders upload billing data for DOCLINE or other transactions. Their accounts are credited and Borrowers' accounts are debited. Lenders pay a six percent (6%) fee of the amount collected.
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How long has EFTS been in operation?
The Electronic Fund Transfer System (EFTS) was developed at the University of Connecticut Health Center (UCHC) in 1996.
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Who is EFTS designed for?
EFTS is designed for libraries that wish to be billed or to bill other members for interlibrary loan and other transactions.
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How do I become a member?
Step by step instructions for becoming a member can be found at: https://efts.uchc.edu/Common/BecomeMember.aspx
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What special features does EFTS offer?
EFTS offers:
  ●  Ability to deposit funds by credit card (VISA/MasterCard)
  ●  Prevention of double billing
  ●  Secured online accounts
  ●  Files uploaded and processed in real-time
  ●  Detailed reports available online
  ●  Up to date account activity
  ●  Flexibility to handle varied charges
  ●  Online billing tools -- no need for third party software
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How do I find out who is a member of EFTS?
A current listing of EFTS members is available on the website at https://efts.uchc.edu/common/MembersDirectory.aspx. DOCLINE can also be used to see who is a member, as EFTS is a filter as well as a library group.
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How do members have input into the operation of EFTS?
UCHC has established an EFTS Advisory Committee whose purpose is to promote EFTS usage, evaluate EFTS operation, and provide recommendations on policies, procedures and fees. The advisory committee is composed of representatives from each NN/LM region, NLM and EFTS staff. Feel free to contact your regional representative. Click here for a listing of members.
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How do I contact EFTS?
Mail:
EFTS
Lyman Maynard Stowe Library MC 4003
University of Connecticut Health Center
263 Farmington Avenue
Farmington CT 06034-4003

Phone:
860-679-4500
Toll free: 866-561-5045
Fax: 860-679-1305

E-mail:
efts@uchc.edu

Web:
https://efts.uchc.edu

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How Does the System Work?
Members first establish an account with EFTS. It is recommended that libraries begin with an account balance equivalent to the net amount paid for interlibrary loans [total paid for ILLs minus total received for ILLs] requested through DOCLINE® for 3 months, or $100, whichever is greater. Only libraries that charge for transactions will need to submit data to EFTS. When a library charges for a loan, it submits data to the system and its account will be increased. The library that received the loan will have its account decreased. Libraries upload data files via webpage interface from their secure online account.
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How do I bill for transactions using EFTS?
You have two options: Both of these features are found under the Transaction File link in the list of links on the left of the screen once logged into your EFTS account. The first option is to create a Transaction File with a third party ILL management program (e.g. QuickDOC, ILLiad, Clio) or with DOCLINE’s EFTS File Builder and click on the Upload Transaction File link to submit the file. The second option is to enter transactions directly online with the Build an Online Transaction File link. This feature allows you to enter transactions on the webpage and upload them for processing at your convenience. Note: The older File Builder Program (software downloaded and installed on your PC) may still be used to create files to be uploaded, but those still using it are encouraged to migrate to the Build an Online Transaction File program available in their online EFTS account, or to DOCLINE’s EFTS File Builder, as the old File Builder Program is no longer being supported.
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What type of transactions can be billed?
DOCLINE transactions are predominately sent to the system. However, other legitimate transactions may also be submitted. These could include ILLs received through OCLC, newsletter subscriptions or payment for other items sent.
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Can I bill for transactions from systems other than DOCLINE?
Yes. EFTS does not distinguish DOCLINE transactions from others. Any legitimate transaction can be sent to EFTS.
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What is EFTS's policy on Back Billing?
Frequently we are asked whether or not there is an EFTS policy regarding “back billing”. Participants want to know whether it is appropriate to bill for transactions that have occurred either some time ago or prior to their (own) participation in EFTS. Good business practice would tell us that billing should ideally occur in a ‘reasonable and timely’ manner. Some exceptions to this practice do exist, for example NLM posts Quarterly Transaction Files rather that the more common practice of monthly uploads.

It gets a bit more tricky when transactions are posted for long past due activity OR activity prior to membership in EFTS. We suggest that any such older transactions be discussed with the parties involved PRIOR to presenting the data to EFTS for processing. If both parties agree that the charges are valid and have not been satisfied for payment via any other billing option, then the transaction could be presented to EFTS for upload.

EFTS processing is not directly linked to DOCLINE and thus we have no way of determining the validity of the charges. Transactions presented to the system are processed as presented. It is important for each participant to review the data in the REPORTS section, so that any unusual activity or disputed charges get addressed as soon as they are noticed.
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What is an EFTS Transaction File?
Only members that charge another EFTS member need to submit a Transaction Data File to the EFTS system. The file is based on the DOCLINE transaction and indicates the member you are charging, citation information, date filled and the amount you are charging.
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How do I create an EFTS Transaction File?
Users of third party products (e.g. QuickDOC, Clio or ILLiad) may use those tools to create the Transaction File. Libraries that don't utilize an electronic means to manage their ILLs can use the EFTS 'Build an Online Transaction File' program available in their online account or DOCLINE’s EFTS File Builder.
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What is the EFTS Build an Online Transaction File Program?
The Build an Online Transaction File Program is a tool available in your online account. You can enter transactions directly via the webpage and create an online file of transactions you wish to upload for processing. It allows users to “fill in the blanks,” typing in the data for the transaction.
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What is DOCLINE’s EFTS File Builder?
DOCLINE's EFTS File Builder was developed as another efficient means for submitting transaction data to EFTS for billing for those libraries who do not use a third party product (e.g. QuickDoc, Clio, Illiad). For more information see DOCLINE 3.0 Release Notes at: http://www.nlm.nih.gov/docline/docline_rel_info_v3_0.html or DOCLINE Help at: http://www.nlm.nih.gov/docline/doclinehelp/WebHelp/DOCLINE_Help.htm
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How are data files submitted to EFTS?
EFTS Transaction Data files must be submitted via the 'Transaction File' link on the webpage available in the online account of the member. Files are either uploaded if they've been previously created, or they can be created Online. They are checked upon upload, all valid transactions are processed and any errors are saved in an Online File in your account to be either edited, deleted or reprocessed later.
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When do data files have to be uploaded?
EFTS Transaction Data Files can be uploaded at any time. Valid transactions are accepted and posted to the system immediately, while transactions with an error are saved in an online file to either be edited, deleted or reprocessed. Uploaded transactions are reported on the monthly statement corresponding to the calendar month in which they were uploaded.
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Is it possible to be double billed?
No. EFTS checks each Transaction Data File submitted against the database of previously paid transactions and will return that transaction prior to acceptance. It must be removed and the file resubmitted. Note: EFTS only checks to see that a particular lender has billed you previously for that Request number. It is still possible for two separate lenders to bill for the same Request number. If this occurs, contact the library that made the mistake and ask that a credit be uploaded.
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What is the service fee?
A service fee of six percent (6%) will be deducted from the lender for each transaction processed to cover EFTS operational costs. These costs cover operating expenses and future enhancements to the system.
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Can I check my balance online?
Yes. Once members have logged into their secure online account, they can find their current balance on the Member Messages page. They can also preview any transactions that have been uploaded against their account in the Reports page under Current Month Activity.
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What happens when my balance falls below $0.00?
In the event an account balance is below $0.00 for three consecutive months, the account status will be changed to ‘Inactive’ and a $25.00 Low Balance Fee will be assessed each month up to a maximum of $75.00. An account shall be considered ‘Terminated’ when the account balance is below $0.00 for five consecutive months. Reinstatement of Terminated accounts will be considered on a case by case basis.
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My Accounts Payable Department requires an invoice for payments. Can EFTS provide invoices?
Yes. A downloadable invoice is available from the EFTS website under Forms.
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What credit cards does EFTS accept?
VISA and MasterCard. If you would like to use the online feature "Make a Deposit," you must first fax or e-mail a Credit Card Transaction Form to the office.
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How do I withdraw funds from EFTS?
Withdrawing Funds (Check Withdrawal)
The designated “Responsible Person” of the Member Institution may request a withdrawal of funds at any time (on demand), by logging in to the account, selecting the “Request: Check Withdrawal” link from the Member Menu. An email template will pop-up. Fill with data as indicated and ‘send’ request to the EFTS mailbox (efts@uchc.edu).
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What is a redistribution?
Net lenders will see their EFTS account balance increase over time. These members will receive redistribution checks on a quarterly basis for the difference between their balance and their average monthly debits. To be considered for redistribution, a member must select "yes" in their Member Profile.
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How often are redistribution payments made?
Redistributions are determined quarterly and checks are issued in January, April, July and October. Net lenders will be notified via e-mail as well as a message to their EFTS account. They have the option of accepting, modifying or declining the amount offered for that period.
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What information is needed to receive a redistribution payment?
U.S. members will need to have their Federal Employer Identification Number (FEIN) on file with the EFTS office. This number is entered in the Member Profile.
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Are there account reports?
Yes. A member can view current account activity from the Reports section of their secure online account. They can also view and print monthly statements as well as account summaries for various periods of time.
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Can credit be given for an incorrect charge?
Yes. Another transaction needs to be submitted to EFTS. If you are using a third party ILL management system, consult its documentation for how to create a credit record. You may also give credit by creating a new transaction using the original request number, followed by "cr" (e.g. 123456789cr) in the Build an Online Transaction File program and change "Charge" to "Refund" using the pull-down box. All attempts should be made to work out any disputes about charges between the two involved libraries. If an agreeable resolution is not reached, EFTS will adjudicate and that decision will stand.
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How often will NLM charges show up in my reports?
The National Library of Medicine submits its billing data on a quarterly basis. Its charges will appear on your January, April, July and October reports.
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Why isn’t my transaction being accepted on the upload?
All valid transactions are accepted at the time they are uploaded. Transactions with an error are placed in the online file. Transactions can be rejected for three reasons:

Typographical Error
This type of error may be the result of a LIBID typed incorrectly or a charge that is not within the system's limits. The error just needs to be corrected in the Online File and the transaction resubmitted.

System Error
This type of error occurs when a Borrower is not a member of EFTS. The transaction just needs to be deleted from the file.

Situational Error
This type of error involves a Borrower who is temporarily Inactive in the system. The transaction can either be left in the online file for the system to automatically reprocess nightly, or it may be manually removed from the Online File for billing outside of EFTS.
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Can't find the question/answer that you need?


EFTS Lyman Maynard Stowe Library MC 4003 • University of Connecticut Health Center • 263 Farmington Avenue, Farmington CT 06034-4003
Email: efts@uchc.edu • Phone: (860) 679-4500 • Toll-Free: (866) 561-5045 • Facsimile: (860) 679-1305