Changes Are Coming to MyAccount (Get Prepared NOW)
What’s the difference?
What’s changing from how we do things today when we go live with the system updates to MyAccount?
| Category | Currently: | After we go live with changes: | Why? |
|---|---|---|---|
| Billing & Payments | You have to pay before an application can be submitted (application and payment are coupled) |
You can submit an application, then pay online or mail in (application and payment decoupled) |
*Payment flexibility/more efficiency for GMB to start on application as soon as payment received (System holds until payment received) *Fewer under or over payments *Employees can submit and pay to employer |
| Billing & Payments | Have to be authorized to pay by check (longer process) |
Users with system access can print an invoice then can pay by check, ACH or debit/credit card |
More payment options and increased access for some to make payments |
| Licensing | Limited to applying for three gambling activities with an application |
Can apply online for any type of gambling activity on a license |
Provide more options for gambling license |
| Licensing | You submit a Personnel Termination Notice (PTN), then the system unlinks the employee from employer and records in the system |
You submit a Personnel Termination Notice (PTN), GMB staff review and unlink. You will be notified when the employee is unlinked. |
Ensure we can still unlink employees who had a PTN from an organization. |
| Licensing | Different license numbers for different gambling activities |
One new license number for each organization, after first renewal. When we first go live, you will continue to have your existing license numbers. After your first renewal, we will provide you with your new license number for your organization that applies to all your gambling activities. |
Reduce confusion with license numbers, more efficient tracking of all activities under an organization. |
| Licensing & Submissions | Send documents via email or secure file transfer |
Upload documents into MyAccount. You will be able to load multiple documents and document types at the same time |
One source for documents – easier to find Not getting documents lost in email More secure |
| Roles/Account Management | Everyone is a super user and can make payments |
New roles created to supplement super user role, including payment user who cannot see confidential information |
Create a separation of duties for larger organizations, increased security |
| Roles/Account Management | User must request Gambling Commission add new entity or organization |
An external super user will be able to add an organization or entity for a person |
Faster access for users |
| Billing & Payments | You cannot carry a credit balance, we must manually track and refund |
Customers can see credits in MyAccount and select to use them at will (for any invoices) |
*Efficiency between agency and external users (less back and forth) *Will be able to see credits efficiently *Increased transparency
|
| Billing & Payments | Everyone is a super user/can make payments |
Super User can still make payments. New Payment Submitter user role in MyAccount can make payment, but can't see personal application/ submission details. Read more about roles. |
*Increased security *Better reflects separation of duties for some organizations |
| Billing & Payments | You cannot make payments with a credit card. |
You will be able to use Visa, MasterCard, American Express, and Discover bank cards (debit or credit cards) when we go live. Customers will pay a bank card processing fee (debit is run like credit) to the credit card processor. The fee is currently 2.90%. |
Increased payment options. |
| Licensing | Most people submit applications, renewals and submissions by paper or email |
Online applications (one type at a time) and submissions will be required of applicants and licensees. Online waivers can be submitted by applicants and licensees allowing them to continue to submit paper applications and submissions in circumstances where they do not have the ability to submit online. |
Improved efficiency, increased transparency on status/payments. |
| Licensing | There are four change applications available online: add employer, change fundraising event (FRE) date/time, manager/management, name changes. |
Add/change employer will be an available application in MyAccount. Other change applications will be available for download on the website and in MyAccount. You then submit the change applications through secure messaging in MyAccount. |
So we can process changes you need to make. We are hoping to move some of these change applications online later. |
| Licensing | Need GMB to add new entity/organization |
If an organization already exists in MyAccount, the super user will receive and can approve the request for another user to access the organization’s account. If a brand new organization is applying, they go into MyAccount and create a temporary organization profile that becomes active once Gambling Commission approves the application. |
Increased efficiency |
| Licensing | Can't view current licensed/certified/eligible employees (maybe by another org) |
See current licensed/certified/eligible employees in MyAccount (maybe by another org) |
Increased transparency, ability to audit all employees license status and ensure all are up to date |
| Licensing | Cannot print application after submitting |
Access digital copy of application after submitting |
Increased transparency of what was submitted to GMB |
| Billing & Payments | You cannot view current licensed/certified/eligible employees. |
You will be able to see all current licensed/certified/eligible employees in MyAccount. |
Increased transparency/efficiency for tracking the status of your employee licenses. |
| Licensing | Different license numbers for different gambling activities. |
One new license number for each organization, after first renewal. When we first go live, you will continue to have your existing license numbers. After your first renewal, we will provide you with your new license number for your organization that applies to all your gambling activities. |
Reduce confusion with license numbers, more efficient tracking of all activities under an organization. |
| Licensing & Submissions | External communications about applications/renewals and submissions are done through email |
External communications are sent through secure messaging in MyAccount |
Increased security with your information, increased efficiency with all communications in one place |
| Tribal | Tribal submissions, game rules and internal controls are sent through email |
Tribal submissions, game rules and internal controls are shared through MyAccount |
Increased security with your information, increased efficiency with all communications in one place, increased transparency with status of submissions |
| Billing & Payments | Account verifications to be able to pay with ACH is done through a third party. |
GMB will directly validate bank information for account verification for ACH payments instead of going through a third party. |
No more third-party prohibiting bank account usage. |
| Billing & Payments | Only some users can pay with bank cards (credit/debit cards). |
All users will be able to pay with a bank card (Visa, MasterCard, American Express, and Discover, and a fee is charged, currently 2.90%). |
Payment flexibility/options. |
| Billing & Payments | Everyone is a super user and can make payments. |
New payment user role in Polaris that limits what some users can see/do in system. |
Better reflects separation of duties for larger organizations and tribes. |
| Billing & Payments | GMB must manually track and refund payments. |
You will be able to apply open credits to anything outstanding. |
Efficiency: Option to carry credit instead of get a refund. |
| Billing & Payments | Invoices are sent via mail or email. |
Invoices online only, with a process for those with online waivers. |
Efficiency with invoices online, allowance for waivers where needed. |
| Licensing | Four change applications are posted on our website: add employer, change FRE date/time, manager/management, name changes. |
Add/change employer will be an available application in MyAccount. Other change applications will be available for download on website and in MyAccount. External users submit via secure messaging as an attachment. GMB staff will enter changes in Polaris, and for changes except Add Location, we will create an amount due that you can access in MyAccount. Ad hoc invoices will be created for add location applications, and GMB will notify the organization of an invoice available for payment. |
Ability for those who need to make changes. |
| Roles/Account Management | QCR’s are paper. |
Once completed the QCR will be auto-generated and delivered through secure messaging to applicable licensees. |
More efficient process. |
| Billing & Payments | If partial payment made, system shows remaining amount due. |
GMB will manually adjust the invoice if a partial payment is made. |
Ensuring partial payments are accounted for. |
| Billing & Payments | Paper applications mailed from and to GMB, payments mailed with application. |
Paper applications may take longer, as GMB will manually enter the application in system and manually generate invoice so payment can be receipted. |
Allow for paper applications for those with waivers, ensure proper tracking of all applications and payments in one place. |
| Licensing | Limited number of gambling activities you can apply for online. |
Ability to apply online for every type of gambling activity - one at a time. |
Efficiency in applying online; increased accuracy with licenses. |
| Licensing | Employer can't see an employee has been renewed by someone else/another organization. |
Employer and employee can see status of license, and won’t be able to renew if someone else did. |
Increased transparency; avoiding double payments; saving time for some. |