Merchant Onboarding Policy
1.1 The merchant relations team identifies prospective merchants to be onboarded for the acceptance of Sodexo Meal Pass / Bank Card Acceptance.
1.2 The number of merchants to be onboarded at a particular city/ location is determined basis the consumer concentration in that location/ city.
1.3 These prospective merchants should be associated with food services which include grocery and/or ready to eat food.
2.SODEXO TEAM CONNECT WITH MERCHANTS
2.1 The merchant relations team reaches out to prospective merchants and explains all about the Sodexo Meal Pass / Bank Card acceptance as well as terms and conditions of potential partnership.
2.2 Once the merchant is shortlisted the salesperson initiates the merchant signup process.
2.3 Once the salesperson feels that the merchant meets the predefined criteria, he/ she will initiate the contract signing process via Salesforce Module for Meal Card acceptance and via Physical Form for Bank Card acceptance.
3.1 KYC documents.
3.1.1 As part of the contracting process the merchant will also need to share KYC documents as applicable by the KYC guidelines: The KYC documents may include but are not limited to the following: › Certificate of Incorporation/ Partnership Deed.
3.1.2 GST Certificate (if the merchant does not have a GST Certificate, one-week latest Bank Statement to be provided)
3.1.3 PAN Card (Company or Personal)
3.1.4 Cancelled Cheque.
3.1.5 Please refer attached document for the complete KYC Checklist
3.2 Contracting Sodexo Meal Pass Acceptance via Digital Onboarding.
3.2.1 Merchant Relations will create a Lead, Opportunity and Quote in Salesforce with relevant merchant details like Name, Address, Contact details, Commercials, Payment Terms, etc.
3.2.2 Commercial terms vary for each merchant basis the merchant pricing policy. Depending upon the Base Rate / Discounts, approvals are required in Salesforce basis the matrix defined.
3.2.3 Post submission of details and pricing approval, an email link is initiated from Salesforce to Signzy module. All relevant details are passed to Signzy module, and an email link is generated and sent to merchant over email.
3.2.4 Sodexo salesperson personally verifies all original KYC documents that have been provided by the merchant and validates it with an Original Seen and Verified (OSV) stamp and sign.
3.2.5 With the help of Signzy link, merchant will go to initiate the self-onboarding process and submit relevant details including KYC documents, bank details, stamp and validate the contract with help of OTP send on their Mobile Number post accepting the contract terms and conditions.
3.2.6 Merchant Relation Representative and Merchant will upload their respective signatures and authorize the contract.
3.2.7 Contract along with KYC documents is pushed from Signzy Module to Salesforce.
3.2.8 Additional steps are performed in salesforce:
126.96.36.199 Mapping of KYC documents
188.8.131.52 Creation of additional outlets
184.108.40.206 Tagging of Invoice Points, Outlet, etc.
3.2.9 Contract is pushed to EPS for contracting team approval.
3.3 Contracting Bank Card Acceptance via Physical Forms.
3.3.1 Physical Contract is filled out and signed by merchant after accepting the terms and conditions. Merchant Relation Representative also signs the contract. Commercials and Payments terms are predefined as per the Merchant Category.
3.3.2 Sodexo salesperson personally verifies all original KYC documents that have been provided by the merchant and validates it with an Original Seen and Verified (OSV) stamp and sign.
3.3.3 Merchant Relations will create a Lead, Opportunity and Quote in Salesforce with relevant merchant details like Name, Address, Contact details, Commercials, Payment Terms, etc.
3.3.4 Contract is pushed from Salesforce to EPS and Physical Contract along with all documents including KYC documents are sent to contracting team for approval.
4.KYC DOCUMENT VERIFICATION
4.1.1 Sodexo salesperson personally verifies all original KYC documents that have been provided by the merchant and validates it with an Original Seen and Verified (OSV) stamp and sign.
4.1.2 The salesperson obtains copies of the physically verified KYC documents which are then sent to Sodexo’s central contract processing team along with a copy of the contract form.
5.CONTRACT VERIFICATION AND ACTIVATION
5.1 The merchant contact is reviewed by Sodexo’s central contract processing team for completeness of data and authenticity of KYC documents submitted.
5.2 With help of Signzy tool, Contracting Team performs AML and Negative Due Diligence in four databases, viz. Blacklisted Entities, Blacklisted NGOs, Financial Intelligence Unit Defaulters List and UN Sanction List.
5.3 If all is found to be fine, the draft contract is activated, and the merchant is now ready to be enabled for payment acceptance.
6.MERCHANT ALLOCATION (ENABLED FOR PAYMENT ACCEPTANCE)
6.1 Once the contracts are activated, the merchant will be enabled for Sodexo / Bank payment acceptance.
6.2 The merchant is either / and / or issued a POS Terminal / QR Code for payment acceptance.
6.3 The merchant is then trained on how to accept payments using QR code/ POS terminal.
6.4 Training is also imparted on how to use Sodexo’s Merchant app/ portal to view details of transactions done at the outlet, details of payments/remittance and Invoices.
7.SETTLEMENT OF PAYMENTS TO MERCHANTS
7.1 Based on the transactions done at the merchant outlet, the merchant is settlement as per contractual terms and conditions.
Violation of Policy
Merchant Relation and contracting Team are obligated to report violations of this policy to their Heads of Departments immediately. Heads of Departments must approve any exceptions to this policy in advance.