Background
If your agency is under a host agency in Tern, your host can use Tern to bill fees such as membership fees and consortia fees. To do this, your host requires you to keep a card on file. This article covers what happens when your host turns on this requirement and where to manage your card and fees.
How Billing Works
Your host agency sets up fees in Tern, such as a monthly membership fee or a one-off charge. Those fees are charged to the card you keep on file.
Your card is used only by your host agency. Adding a card does not authorize Tern to charge it for any Tern subscriptions. Card details are fully encrypted.
Tern accepts all major credit cards except Discover. Discover support is coming soon.
Note: While your host agency requires a card on file, you must keep at least one card on file at all times.
What Happens When Your Host Requires a Card on File
Your host agency can require a card on file before it sets up any fees for you. When your host turns on this requirement, two things happen:
Tern immediately sends you an email. The email tells you that your host agency now collects agency fees and that you must keep a card on file. Click the button in the email to add your card.
The next time you log in to Tern or refresh the page, Tern prompts you to add a card.
If you have no upcoming fee, you are still prompted to add a card. Your card is not charged until your host agency sets up a fee, on the date that fee is scheduled.
Adding Your Card When Prompted
Enter your card details and name.
Agree to authorize your host agency to charge the card for agency fees.
Click Save Card.
When your card is saved, close the tab and use Tern normally. You’re all set!
If you are in the middle of something urgent, you can snooze the prompt once. If you choose Remind me tomorrow, you must add a card the next day to access Tern. Until you add a card, all of Tern is blocked.
Adding a Card Before You Are Prompted
If your host agency has set up billing, you can add a card ahead of time.
Go to Back Office.
Click Agency Details.
Click View Details under agency affiliations
Open the Fees tab.
Click Add Card and enter your card details.
Updating Your Card
To change the card your host agency bills, go to Back Office > Agency Details > Click View Details under agency affiliations > go to Fees and click Add Card. You can add a new card but cannot remove all cards on file. The new card becomes your default and is used for fees going forward.
Expiring cards: Tern emails you 30 days before your card on file expires and asks you to update your payment method. A card expires on the last day of the month shown on it. For example, a card marked 05/27 expires May 31, 2027, so you’re emailed on May 1, 2027. If you add a card within 30 days of it expiring, you’re emailed the next day.
Viewing Your Fees and Billing History
The Fees tab shows:
Your saved card on file
Any recurring upcoming fees from your host agency
Your billing history with your host agency
If your host agency has not set up any fees yet, the recurring fees section is empty. Fees appear here as soon as your host adds them.
For each charge in your billing history, you can see:
The billing date
Whether the charge was recurring or one-off
The line item, as configured by your host agency
The receipt number
The payment method used
Whether the charge succeeded or the payment failed
Common Issues
A charge failed
Tern prompts you to change your card on file. Add a new card to resolve the failed payment.
Your Discover card is not accepted
Tern does not accept Discover cards at this time. Use a different major credit card.
You were asked for a card but have no fees
Your host agency requires a card on file before it sets up fees. Add your card to keep access to Tern. Your card is not charged until your host sets up a fee.
You have a question about a fee
Fees are set by your host agency. Contact your host agency directly with questions about a line item or amount.