Overview
To ensure secure, transparent, and accurate handling of USCIS filing fees and other client-related expenses, each client or case is assigned a dedicated virtual card within 8am Smart Spend. This process helps streamline payments, improve visibility, and maintain accurate tracking for each matter.
Step-by-Step Process
1. Requesting a Virtual Card
The paralegal (or the team member managing the case) submits a request to:
Create a new virtual card, or
Rename an existing card for a new client or case.
Each request must include:
The client or case name (to appear as the card nickname)
The spending limit required to cover all anticipated USCIS filing fees
2. Card Creation and Setup
The Smart Spend Administrator reviews the request and issues the new virtual card.
The card nickname is updated to include the client or case name to ensure clear tracking within Smart Spend.
The cards must be issued to a user within MyCase, and they will be in that person’s name.
3. Using the Card for Payment
Once the card is issued in your team paralegal’s name, the paralegal enters the card number and payment details on the appropriate USCIS payment form (G-1650 or G-1450 form).
Confirm that the card limit is sufficient to cover the filing fees before submission.
4. Transaction Review and Reconciliation
When the USCIS charge posts in Smart Spend:
Verify that the nickname and/or the last 4 digits match the correct client or case, and confirm that the transaction is properly linked for tracking and reporting.
You can also rely on email notifications if you have them enabled
5. Record-keeping and Case Closure
Maintain a log of:
Virtual card nicknames
Spend limits
Assigned client or case
Once the case is closed:
Lock or rename the virtual card (example: available card) to prevent future use.
Lock the card after the payment is processed
Rename the card once you get a receipt