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Ohio Department of Commerce

Medical Marijuana Control Program

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OHIO MEDICAL MARIJUANA

CONTROL PROGRAM

Ohio Department of Commerce

MMCP eLicense Portal User Manual

Ohio Department of Commerce

Medical Marijuana Control Program

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Table of Contents

Introduction ............................................................................................................................................................................. 4

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Getting Started with MMCP eLicensing ................................................................................................................................. 4

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Logging in to the Portal .......................................................................................................................................................... 6

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Navigating the MMCP eLicense Portal .............................................................................................................................. 8

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Manage Licenses Module ..................................................................................................................................................... 14

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View License .................................................................................................................................................................... 14

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View an Application ......................................................................................................................................................... 15

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Add Form .......................................................................................................................................................................... 15

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Renew a License ............................................................................................................................................................... 20

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View Employee Licenses per Facility License ................................................................................................................. 21

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Manage Employee Module ................................................................................................................................................... 21

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Renew an Employee.......................................................................................................................................................... 21

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Save and View a Draft Employee Renewal Application .................................................................................................. 22

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Updating an Employee ...................................................................................................................................................... 22

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Updating an Employee License and Inactivating an Employee License .......................................................................... 25

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Updating Employee License Affiliations .......................................................................................................................... 27

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Manage Contacts ................................................................................................................................................................... 29

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View Contacts ................................................................................................................................................................... 30

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Edit Contact ...................................................................................................................................................................... 30

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Add Contact ...................................................................................................................................................................... 31

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Manage Payments Module .................................................................................................................................................... 33

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Making an Online Credit Card Payment ........................................................................................................................... 33

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View Receipts .................................................................................................................................................................. 41

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View Invoices .................................................................................................................................................................. 41

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Making an Online Electronic Check Payment .................................................................................................................. 42

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Making a Payment by Mail ............................................................................................................................................... 49

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Check Payments by Mail .................................................................................................................................................. 53

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Check Payments in Person ................................................................................................................................................ 53

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Viewing Receipts .............................................................................................................................................................. 54

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Apply Now Overview ......................................................................................................................................................... 56

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Adding a New Employee .................................................................................................................................................. 56

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Request Dispensary Temporary Access ............................................................................................................................ 63

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Submit Request for Medical Marijuana Dispensary Special Event .................................................................................. 63

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Report a Medical Marijuana Dispensary Returned Product .............................................................................................. 63

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Medical Marijuana Control Program

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Submit a Medical Marijuana Dispensary Operational Request ........................................................................................ 64

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Request for Medical Marijuana Dispensary Incident ........................................................................................................ 64

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Submit a Facility Renewal Application ............................................................................................................................ 64

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Request a Dispensary Major Modification/Renovations .................................................................................................. 64

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Request to Sell a Medical Marijuana Device .................................................................................................................... 64

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Request for Advertisement Approval ............................................................................................................................... 65

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Request a Variance............................................................................................................................................................ 65

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Questions or Comments? ...................................................................................................................................................... 65

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Medical Marijuana Control Program

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Introduction

This user manual contains the essential information for Licensess to make full use of the MMCP eLicense Portal. This

manual includes a step-by-step walkthrough for system access and use, as well as a true depiction of the user experience

based on the current state of the site.

Getting Started with MMCP eLicensing

The MMCP eLicense Portal is a tool that is used to manage license requests and applications, manage employee

applications and status, and submit payments to the Ohio Department of Commerce Medical Marijuana Control Program

for licensees who have been awarded a license to cultivate, process, dispense, or conduct testing for the Medical

Marijuana community in Ohio. In order to begin using the MMCP eLicense Portal, an Authorized Requestor (Owner or

Responsible Party) will need to complete the eLicense Portal Account Administrator Designation Form and submit to

[email protected]. The designated Account Administrator can grant eLicense Portal Access Rights within

the eLicense Portal to other licensed employees. MMCP eLicense user access may only be granted to Badged employees.

Please review the instructions on the eLicense Portal Account Administrator Designation Form for more information.

Once a user has been established in the MMCP eLicense Portal, an email will be sent to the user’s email address with

instructions on how to proceed. The email is coming from Salesforce and may end up in your junk/spam box. An

example of that email is included below for reference.

Upon selecting the hyperlink to activate the account, the user will be prompted to create a password for their account. To

ensure the user account is secure, the new password will need to meet the minimum qualifications of 10 characters

comprised of at least 1 letter, 1 number, and 1 special character. If the entered password does not meet the minimum

qualifications, the system will prompt the user to re-enter a qualifying password until one is established.

Please note that each user may be prompted to reset their password periodically to comply with standard system security

policies.

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Medical Marijuana Control Program

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After a qualifying password has been established, the user will be directed

to the MMCP eLicense Portal home screen where the user will have the

ability to manage active facility licenses, employee licenses, and pay any

outstanding fees to the Medical Marijuana Control Program.

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Medical Marijuana Control Program

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Logging in to the Portal

To log in to the MMCP eLicense Portal, a user must enter the username and password established at registration. The

MMCP eLicense Portal can be found at the following URL: https://elicense.com.ohio.gov.

The user will be directed to the following login page:

If an invalid username and password combination is entered, the user will be prompted to check the entry to ensure that

the username and password are entered correctly. The user will have the opportunity to try to login up to 5 times. If the

user is unable to successfully login after 5 attempts, the user will be locked out for a period of 24 hours.

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Medical Marijuana Control Program

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If the user selects the Forgot Your Password? link, the user will be directed to another page where the user will be

prompted to enter a username.

Upon selecting the Submit button, an email will be sent to the entered username with instructions on how to reset the

associated account password. If the user has had 5 incorrect attempts to login and selects the Forgot Your Password?

link, the user will receive an email stating that the user will be unable to login until the 24-hour lock-out period has

expired.

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Medical Marijuana Control Program

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Upon successfully logging into the MMCP eLicense Portal, the user will be directed to the account HOME page where the

user will have access to manage active facility licenses, employee licenses, and pay any outstanding fees to the Medical

Marijuana Control Program.

Navigating the MMCP eLicense Portal

The HOME page of the MMCP eLicense Portal serves multiple purposes. The user will have the ability to quickly

navigate to key functionality such as Apply now for any application/request to the MMCP and view upcoming renewals,

pending applications, and outstanding invoices.

From the HOME page you can quickly access Apply Now to apply for any application/request to the MMCP.

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This currently includes:

All License Types - New Employee, Renew Employee (if applicable), Renew License (if applicable), New

License

Dispensary License Types – Special Event Request, Returned Product Form, Operational Request, Incident

Report, Advertisement Request, Device Request, Variance Request, Temporary Access Request, Major

Modifications/Renovations Request

Cultivator License Types – Strain Name Request, Advertisement Request, Event Advertising & Participation

Request, Bond Reduction Request, Pesticide Application, Variance Request, Change of Location

Processor License Types - Advertisement Request, Event Advertising & Participation Request, Bond Reduction

Request, Packaging & Labeling Request, Variance Request, Change of Location

Testing Laboratory - Advertisement Request, Event Advertising & Participation Request, Bond Reduction

Request, Variance Request, Change of Location

All applications except New Employee, Employee Renewal, and Renew a License can be found under Apply for a

Change Request.

All applications are auto saved once started and can be retrieved in draft mode for completion and submission. Once an

application is submitted it can no longer be modified.

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Medical Marijuana Control Program

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From the HOME page you can quickly view all pending applications with the following statuses: Draft, Submitted not

paid, or Submitted. The most recent pending applications display upon page load. Click View all next to Pending

Applications to view all applications in these statuses.

From the HOME page you can quickly view all outstanding invoices. Click View all next to Payments Due to view a

complete list of unpaid invoices.

From the HOME page the user can quickly see if any Company Licenses or Employee Licenses are ready to renew. All

license types are available for renewal 90 days prior to the expiration date.

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Medical Marijuana Control Program

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The MMCP eLicense Portal features 4 interconnected modules; the Manage Licenses Module, the Manage Employees

Module, the Manage Contact Module, and the Manage Payments Module. These modules can be accessed by selecting

one of the tabs located in the upper right portion of the MMCP eLicense Portal.

The Manage Licenses Module features a display where the user can view more detailed information on all inactive and

active facility licenses associated with the business. This is also the module where business licenses can be renewed.

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Medical Marijuana Control Program

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The Manage Employees Module features a display where the user can view high level information on all inactive and

active employee licenses for associated employees of the business.

The user will see the issued facility license number, the issued employee license, the employee’s first and last name, the

assigned employee type, the status of the employee license, and expiration dates. The detailed view of each employee

license has been addressed in the Manage Employees section of this manual.

The Manage Payments Module features a display where the user can view high level information on all outstanding fees,

receipts of previous payments, and previously paid invoices associated with the business account for all facility licenses.

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Medical Marijuana Control Program

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The user will see the various details throughout the Manage Payments module. This module has been subdivided into

two sections, Make Payments and Receipts. The first section, Make Payments, lists all outstanding fees and fines by the

invoice number for the associated business account. This section is the starting point for making payments to the Ohio

Department of Commerce. More details on how to pay for an outstanding fee or fine have been addressed in the Make

Payments section of this manual.

The next section within the Manage Payments module is the Receipts section. This section lists all receipts for any

previous payments made by the associated business account. The user will see the receipt number, the amount paid, the

payment method used when paying any fee or fine, and the date the receipt was created. The detailed view of each receipt

has been addressed in the Receipts section of this manual.

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Medical Marijuana Control Program

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Manage Licenses Module

The Manage Licenses Module is available for any business with an active license to request the Medical Marijuana

Control Program to review and determine whether proposed actions such as new advertising, packaging and labeling,

bond reduction, or strain names are compliant with Ohio Revised Code and Ohio Administration Code found in Chapter

3796.

Any active licensed facility is required by the Ohio Administrative Code Chapter 3796 to provide the Ohio Medical

Marijuana Control Program with a complete, detailed application describing proposed actions for approval prior to

implementation. To expedite the review of an application, please submit all relevant materials in an organized and

detailed manner.

The Manage Licenses Module also provides the user with detailed license information, previously submitted

applications, a list of employee licenses, and invoices. Licenses can be renewed from this module and certificates can be

printed.

From the Manage Licenses Module the user can click on the down arrow and then click View to display detailed license

information as well as applications, employee licenses, invoices, and attached documents, Add Form to create a new

application for various requests to MMCP.

View License

To view Facility License details select View. Details of the license will display as well as sections to view applications,

employee licenses, invoices, and documents associated to the specific license.

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Medical Marijuana Control Program

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View an Application

Expand the Applications section on the License Details page. Locate the Application you wish to view; click the down

arrow next to the Application Number and click View.

The application will render to the screen for review.

Add Form

To add a form (examples include: Advertising Request, Bond Reduction Request, Packaging & Labeling Request), click

the Forms button then select the appropriate form from the drop down menu and click Apply OR select the down arrow

next to the license number and select Add Form. The forms list includes all requests to the MMCP for review and

determination prior to implementation. Specific forms may only be available to relevant license types. Forms currently

available:

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Medical Marijuana Control Program

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All License Types - New Employee, Renew Employee (if applicable), Renew License (if applicable), New

License

Dispensary License Types – Special Event Request, Returned Product Form, Operational Request, Incident

Report, Advertisement Request, Device Request, Variance Request, Temporary Access Request, Major

Modifications/Renovations Request

Cultivator License Types – Strain Name Request, Advertisement Request, Event Advertising & Participation

Request, Bond Reduction Request, Pesticide Application, Variance Request, Change of Location

Processor License Types - Advertisement Request, Event Advertising & Participation Request, Bond Reduction

Request, Packaging & Labeling Request, Variance Request, Change of Location

Testing Laboratory - Advertisement Request, Event Advertising & Participation Request, Bond Reduction

Request, Variance Request, Change of Location

*The MMCP plans to add additional forms to this section.

Select the application/request you wish to complete and submit to the MMCP and click Apply.

The Application Wizard will appear with question(s) related to the application/request you selected to complete and

submit.

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Medical Marijuana Control Program

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Navigate through the wizard by clicking Next or Previous. Next will navigate to the next section to complete and

Previous will navigate to the prior section. The application will auto save in Draft status as you navigate through the

sections; fields will be validated for completion and format where applicable upon selecting Submit at the end of the

wizard.

Some applications may require files to be uploaded. For each file upload question, multiple files can be uploaded.

By clicking Submit at the end of the application, 3 actions occur: validation of data entered, finalization of application,

and status changed to Submitted (if no fee is required) or Submitted Not Paid (if fee is required for processing).

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Field validation will verify all required questions, noted with an “*”, have been completed. If a required field was not

completed, the wizard will take you to the first step in the application not completed. From here, complete the required

fields by stepping through the application using the Next button.

After all required fields are completed and Submit is selected, the user will receive confirmation of application

submission. The application is then in a read only mode and no additional changes can be made.

By clicking Go Back to Home, the user is returned to the HOME page. From the HOME page, the application can be

selected and viewed. From the Pending Applications grid, click the down arrow next to the application and select

View.

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Medical Marijuana Control Program

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The view application screen will display. To see the full application click View Application.

To print or download the application, click Print at the bottom of the detailed application view screen to render to PDF.

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Medical Marijuana Control Program

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If the application is in a Submitted Not Paid status, payment MUST be remitted prior to the application being reviewed.

Please see the Manage Payments Module section of this manual for details on how to make a payment.

Renew a License

Pursuant to Ohio Admin. Code 3796:2-1-10, 3796:3-1-09, and 3796:4-1-08, licensees’ Facility Renewal Application and

renewal fee must be submitted to the MMCP at least 30 days prior to the expiration date of the certificate of operation.

To renew a facility license from the Manage Licenses Module, select the down arrow next to the appropriate facility

license number and click Renew.

The Facility Renewal Application wizard will render. Complete all sections of the application and submit.

A complete Facility Renewal Application includes a complete submitted application AND the renewal application fee.

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View Employee Licenses per Facility License

To view Employee Licenses for a specific Facility License, select the Manage Licenses tab. Select the down arrow next

to the Facility License you wish to view employees, click View.

Expand the Employee Licenses section.

Manage Employee Module

The Manage Employee Module is available for a licensee to request the Medical Marijuana Control Program to review

and determine whether the proposed employee is eligible to work within the Ohio Medical Marijuana Industry based on

rule found in the Ohio Administrative Code Chapter 3796.

In accordance with Ohio Administrative Code Chapter 3796: 5-2-01 (A), employees are defined as ‘Every owner,

principal officer, board member, employee, administrator, agent, or other person who may significantly influence or

control the activities of a cultivator, processor, or testing laboratory.’

Any active licensed facility is required by the Ohio Administrative Code Chapter 3796 to provide the Ohio Medical

Marijuana Control Program with a completed employee application, employee sworn statement, verification that a BCI

and FBI background check has been conducted (reference 3796: 5-2-02 for details), application fee, and any additional

information the program may request. Please note that the Ohio Medical Marijuana Control Program will not process any

employee applications that have not been completed as defined in Ohio Administrative Code Chapter 3796: 5-2-01 (A).

The Manage Employee Module also provides the user with a means to update employee information as well as inactivate

an employee that is no longer associated to a facility.

The Manage Employees landing page will have 3 tabs: Pending Employees, Approved Employees, Inactivated

Employees. Theses tabs will list all current, future, and past employees associated to all licensees under the Account.

This Screen can be searched by either Employee Name or the Business License number an employee is associated to.

Renew an Employee

To renew an Employee, the user should navigate to the Manage Employees Module. In the Approved Employees tab

employees within 90 days of expiration will have a Renew button next to their name. To renew an Employee click

Renew.

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Medical Marijuana Control Program

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The Renew Employee Application wizard will render. Complete each step of the application which includes confirming

existing employee information, uploading a current image of the employee’s Driver’s License and Head Shot taken within

the prior 6 months. A complete Employee Renewal Application must be submitted and paid prior to the MMCP

processing the application.

A complete Employee Renewal Application includes:

1. A complete and accurate Employee Renewal Application which you may access through your eLicensing

account;

2. A copy of the applicant’s valid government issued identification evidencing that the employee is at least twenty-

one (21) years of age;

3. A recognizable headshot photograph of the applicant taken no more than six (6) months before the date of

application;

4. Signed Employee Applicant Attestation document.

5. The $100 renewal application fee

Save and View a Draft Employee Renewal Application

While working on a Employee Renewal Application, the application can be saved and exited. Selecting “Next” on each

page will automatically save the application.

To access this draft again after exiting, navigate to the Pending Applications table on the home page. Locate the Draft

application to be completed. Click on Actions. Then, select View to be navigated to the Applications Details page. Select

View Application to view and continue completing the application.

The application can also be viewed by selecting Manage Employees locate and select the employee license. Select

Renew to open the application to be completed.

Updating an Employee

The MMCP eLicense Portal provides any active licensed facility with the ability to update employee demographic

information associated to an employee who possesses an active employee license with the Ohio Medical Marijuana

Control Program.

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Medical Marijuana Control Program

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To update information within the employee demographics, the user should navigate to the Manage Employees Module

upon successful login.

Once the user has navigated to the Manage Employee Module, select the down arrow then View action to view details

of an active employee license.

Upon selecting the View action for an active employee license, the employee license detail will display. The user will see

all pertinent information associated to the employee license details.

Within the employee license detail, the user can select the Employee number hyperlink to open the employee record.

Upon selecting the Employee number hyperlink, the user will have the ability to view the employee’s personal

information such as the employee’s first name, last name, address, phone numbers, and email address.

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Medical Marijuana Control Program

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Within the employee detail screen, the user will have the ability to modify the employee demographic information by

selecting the Edit feature.

Once the user has selected the Edit feature, the user will be directed to the editable version of the employee detail screen.

The critical data elements of the employee record are prepopulated and cannot be modified. The user will have the ability

modify the employee’s email address, home address, mobile phone number, home phone number, and 2 of the required

documentation items previously submitted during the New Employee Application process.

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Medical Marijuana Control Program

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Please note that if any of the prepopulated employee information is incorrect, the user should contact the Ohio Medical

Marijuana Control program to update the information accordingly.

Please note that if the employee license associated to the employee number selected is inactive, the Edit feature will not

be available for selection.

Once the user has finished updating the employee demographic details, the user can select the Submit feature to complete

the update employee process.

Upon selection of the Submit feature, the user will be prompted with a Submission Successful message.

If the user selects the Cancel feature, the user will be redirected to the uneditable version of the employee details screen

where any field updates will be displayed.

Updating an Employee License and Inactivating an Employee License

The MMCP eLicense Portal provides any active licensed facility with the ability to update license detail information

associated to an employee who possesses an active employee license with the Ohio Medical Marijuana Control Program.

To update information within the employee license, the user should navigate to the Manage Employees Module upon

successful login.

Once the user has navigated to the Manage Employees Module, select the View action for an active employee license.

Upon selecting the View action for an active employee license, the employee license detail will display. The user will see

all pertinent information associated to the employee license details.

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Medical Marijuana Control Program

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Within the license detail screen, the user will have the ability to modify the employee license by selecting the Edit

feature.

Please note that if the employee license is inactive, the Edit feature will not be available for selection.

Once the user has selected the Edit feature, the user will be directed to the editable version of the employee license

screen. The critical data elements of the employee license record are prepopulated and cannot be modified. The user will

have the ability to modify only the employee license status of the selected employee license.

Please note that if any of the prepopulated employee license information is incorrect, the user should contact the Ohio

Medical Marijuana Control program to update the information accordingly.

*Upon selection of the employee license status field, the user will have the ability to update the employee license from

active to inactive.

Please note that if the user updates the employee license status to inactive, the employee badge will no longer be valid

indicating that the employee is no longer employed with the associated facility.

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Medical Marijuana Control Program

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*Once the user has finished updating the employee license, the user can select the Save feature to complete the update

employee license process.

Upon selection of the Save feature, the user will be redirected to the Employee License screen where the user can

validate that the update was successful.

An employee can be quickly inactivated by utilizing the Active toggle feature on the main Manage Employee screen.

Click on the Active toggle; a pop up will display to warn that the employee will be inactivated. Once inactivated an

employee cannot be reinstated. Click Save to inactivate the employee or Cancel to exit the action.

Updating Employee License Affiliations

To update Employee License Affiliations, select Manage Employees on the top right of the screen. Click the down arrow

next to the Employee Name to update, select View.

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Medical Marijuana Control Program

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Locate the License area of the screen.

Click Add to add a facility license affiliation. Select the business license number the Employee will be working at as well

as the Employee Type. If the Employee is designated as a Responsible Party you must select either Primary or

Secondary.

NOTE: Only 1 Primary Responsible Party and only 2 Secondary Responsible Parties may be assigned per Facility

License.

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Medical Marijuana Control Program

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Select Save to save these updates.

Manage Contacts

The Manage Contacts Module is available for the Account Administrator of any business who has active licensed

facilities. The Account Administrator can view, edit, add, and manage associated contacts within the MMCP eLicense

Portal. It is the responsibility of the company to keep contacts current. The individuals listed in this section for specific

roles will serve as a point of contact for the MMCP. Only licensed employees can be added as Company contacts.

Contacts can have multiple roles associated to a single licensed employee. The assigned role will signal a point of contact

for the specific function. The role options include the following:

 Registered Agent/Statutory Agent

 Compliance Lead

 Processing Lead

 Cultivation Lead

 HR Manager

 Patient/Public Inquiries

 Owner

 Consultant

 Financial Representative

 Legal Representative

 Marketing/Advertising Manager

 Facility Manager

Contacts can also be granted MMCP eLicense Portal access rights. There are two levels of access that may be assigned by

the Account Administrator: Account Manager and HR Manager. Assignment of access will grant the employee rights

and the authority to submit requests on behalf of the Company for any license type the Company may hold.

 Account Manager: Ability to view, add, and edit all functions within the Portal. Cannot grant MMCP eLicense

Portal access rights to another user or manage contacts.

 HR Manager: Ability to view all modules within the Portal and add/edit employee and employee license

information. Cannot grant MMCP eLicense Portal access rights to another user or manage contacts.

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View Contacts

To view all contacts associated to a Company, the user will navigate to the Manage Contacts module.

To view an individual contact, select the down arrow next to the contact name then select View.

Edit Contact

To edit a contact, the user will navigate to the Manage Contacts module, select the down arrow next to the contact

name, then select View. From the View screen select Edit.

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From the Edit screen the phone, email address, contact type, and Portal Access Rights can be modified appropriately.

After changes are completed click Save.

From the View contact screen, a contact may be inactivated disabling Portal login access if applicable by clicking

Inactivate.

Add Contact

To add a Licensed Employee as a contact, the user will navigate to Manage Contacts then click Add Contact.

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The user will be taken to the Add Contacts screen to select the Accounts/Facility Licenses the contact will be associated

to.

NOTE: if you select the parent account the Employee will have access to ALL licenses under that family of accounts.

Locate and Select the Licensed Employee to be added as a contact from the drop-down list.

Complete the requested information and select the appropriate Portal Access Rights. Click Submit to save the

information and if Portal Access Rights are assigned activate the Access level.

An email will be sent to the Email address provided in the above screen for the user to complete their Portal Account

setup and password.

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Manage Payments Module

The Manage Payments Module is available for any business who has active licensed facilities to view all outstanding

fees, fines levied on the business, previously paid invoices, and copies of receipts for previously paid invoices.

The fees incurred by the business will include those for facility applications, facility licenses, employee licenses, and any

additional request made to the Ohio Medical Marijuana Control Program that causes an impact on either a facility or

employee license. Any fines levied on the business will be done so in accordance with the Ohio Administrative Code

Chapter 3796.

The Manage Payments Module also allows businesses to pay fees and fines to the Ohio Department of Commerce in one

of two forms; Pay by Mail or Pay Online. The Pay Now option allows the user to pay their invoices by credit card or

electronic check using the CBOSS payment system. The Pay by Mail option allows the user to print an invoice and

either mail the payment to the Ohio Department of Commerce or pay in person at the Ohio Department of Commerce

offices.

Making an Online Credit Card Payment

To make an online credit card payment for an outstanding fee or fine, the user should navigate to the Manage Payments

Module upon successful login.

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The Manage Payments Module is subdivided into two sections. The first section on the Manage Payments Module is

the Make Payments section. This section lists all outstanding application fees, licensing fees, fines, and any additional

request fees incurred by the business in order by the assigned invoice number.

Within the Make Payments area, the user will have the ability to select the invoices in which they wish to pay by selecting

the checkbox to the left of the invoice number. The user may select one or multiple open invoices to be included in one

payment transaction.

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To select all outstanding invoices for payment, the user can simply select the checkbox at the top of the Make Payments

section and the system will automatically select each invoice listed.

Once one or multiple invoices have been selected for payment, the user will have the ability to view the Total Value of

Selected Invoices field located at the top of the Make Payments section which will be updated with the amount due for

the selected invoices.

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The user will also have the ability to select the method in which the outstanding invoices will be paid; by mail or online.

If the Pay Now feature is selected, the user will be provided a prompt stating that the MMCP eLicense Portal will be

redirecting the user to the Ohio Department of Commerce Online Payment Processing system, CBOSS.

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If the user selects the OK feature, the MMCP eLicense Portal will redirect the user to the Select Payment Method screen

of the CBOSS payment processing site where the user can select to pay using a credit card or electronic check.

Upon selecting the credit card payment method, the user will proceed to the Enter Payment Information screen of CBOSS.

The Enter Payment Information screen of CBOSS will display the high level details of the invoices selected for payment,

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the total amount of those invoices, and will require the user to enter the standard payment information such as the credit

card number and associated details, as well as enter the associated billing information.

The high level details of the invoice include the invoice number, the invoice amount, and the total of all invoices.

The user will be required to enter the credit card number, credit card type, expiration month and year, and credit card

security code.

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To complete the payment information, the user will also be required to enter the billing information associated to the

payment.

Once the user has entered all required payment information in the CBOSS payment processing site, the user can select the

Continue feature to complete the online payment process.

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Selection of the Continue feature will notify the system to authenticate the payment information entered by the user is

valid. If the payment information entered passes the validation check, the user will be presented with a confirmation

screen where the user will be required to confirm the transaction to finalize the payment.

If the user selects the Confirm feature, the payment will be processed and finalized. Once the payment has been finalized

within the CBOSS payment processing site, the user will be redirected to the MMCP eLicense Portal Manage Payments

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Module where the user can validate completion of payment by locating the paid invoice in the Receipts section. The

details on Receipts section have been addressed in the Receipts section of this manual.

If the Back feature is selected, the user will be redirected to the CBOSS payment processing sites payment screen to make

any updates necessary to the payment information before continuing with the payment process.

View Receipts

Select the Manage Payments button on the Home page. After being navigated to the Manage Payments page, select

Receipts. Then select View, which will allow you to view receipt details.

View Invoices

Navigate to the Payment Due table on the Home page. Select the Manage Payments table, and navigate to the Invoices

tab.

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Select the proper Invoice number, which will display the Invoice details on the side.

Making an Online Electronic Check Payment

To make an online electronic check payment for an outstanding fee or fine, the user should navigate to the Manage

Payments Module upon successful login.

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Within the Make Payments area, the user will have the ability to select the invoices in which they wish to pay by

selecting the checkbox to the left of the invoice number. The user may select one or multiple open invoices to be included

in one payment transaction.

To select all outstanding invoices for payment, the user can simply select the checkbox at the top of the Make Payments

section and the system will automatically select each invoice listed.

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Once one or multiple invoices have been selected for payment, the user will have the ability to view the Total Value of

Selected Invoices field located at the top of the Make Payments section which will be updated with the amount due for

the selected invoices.

The user will also have the ability to select the method in which the outstanding invoices will be paid; by mail or online.

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If the Pay Now feature is selected, the user will be provided a prompt stating that the MMCP eLicense Portal will be

redirecting the user to the Ohio Department of Commerce Online Payment Processing system, CBOSS.

If the user selects the OK feature, the eLicensing self-service portal will redirect the user to the Select Payment Method

screen of the CBOSS payment processing site where the user can select to pay using a credit card or electronic check.

Upon selecting the electronic check payment method, the user will proceed to the Enter Payment Information screen of

CBOSS. The Enter Payment Information screen of CBOSS will display to the user the high-level details of the invoices

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selected for payment, the total amount of those invoices, and will require the user to enter the standard payment

information such as the bank account number and associated details, as well as enter the associated billing information.

The high-level details of the invoice include the invoice number, the invoice amount, and the total of all invoices.

The user will be required to enter the bank routing number, bank account number, and select the bank account type

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To complete the payment information, the user will also be required enter the billing information associated to the

payment.

Please note that if any of the prepopulated business account information is incorrect, the user should contact the Ohio

Medical Marijuana Control program to update the information accordingly.

Once the user has entered all required payment information in the CBOSS payment processing site, the user can select the

Continue feature to complete the online payment process.

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Selection of the Continue feature will notify the system to authenticate the payment information entered by the user is

valid. If the payment information entered passes the validation check, the user will be presented with a confirmation

screen where the user will be required to confirm the transaction to finalize the payment.

If the user selects the Confirm feature, the payment will be processed and finalized. Once the payment has been finalized

within the CBOSS payment processing site, the user will be redirected to the MMCP eLicense Portal Manage Payments

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Module where the user can validate completion of payment by locating the paid invoice in the Receipts section. The

details on Receipts section have been addressed in the Receipts section of this manual.

If the Back feature is selected, the user will be redirected to the CBOSS payment processing sites payment screen to make

any updates necessary to the payment information before continuing with the payment process.

Making a Payment by Mail

To make a payment by mail via check or money order for an outstanding fee or fine, the user should navigate to the

Manage Payments Module upon successful login.

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Within the Make Payments area, the user will have the ability to select the invoices in which they wish to pay by selecting

the checkbox to the left of the invoice number. The user may select one or multiple open invoices to be included in one

payment transaction.

To select all outstanding invoices for payment, the user can simply select the checkbox at the top of the Make Payments

section and the system will automatically select each invoice listed.

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Once one or multiple invoices have been selected for payment, the user will have the ability to view the Total Value of

Selected Invoices field located at the top of the Make Payments section which will be updated with the amount due for

the selected invoices.

The user will also have the ability to select the method in which the outstanding invoices will be paid; if payment will be

mailed, select PAY BY MAIL; or if payment will be made online, select PAY NOW.

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If the Pay By Mail feature is selected, a new window will open containing a PDF version of the invoice containing all

fees that have been selected to be paid.

Please note that the Pay by Mail feature provides the user with several additional methods for paying their fees to the

Ohio Department of Commerce. Fees may only be paid with check or money order for the Pay by Mail option. Any

outstanding fee may also be paid for in person at the Ohio Department of Commerce.

Each invoice selected on the Make Payments screen will be listed sequentially on the generated invoice document.

Please note that the generated invoice document must be printed and included with the payment for all Pay by Mail or in

person payment options in order for the Ohio Department of Commerce to process and apply the payment properly.

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Check Payments by Mail

If the user chooses to pay for an outstanding invoice by mail with a check, a representative from the business must

perform the following actions:

Print off the generated invoice and mail the invoice with the check payment to the Ohio Department of Commerce. Please

address all mail payments to:

Ohio Department of Commerce

ATTN: Medical Marijuana Control Program

77 South High St

Floor

Columbus, OH 43215

Please note that the Ohio Department of Commerce will not be responsible for lost or missing funds.

Check Payments in Person

If the user chooses to pay for an outstanding invoice in person with a check, a representative from the business must

perform the following actions:

Print off the generated invoice and travel to the Ohio Department of Commerce with the invoice and check payment in

hand. The Ohio Department of Commerce is located at:

77 South High St

Floor

Columbus, OH 43215

Present the invoice along with the payment in person to the Ohio Department of Commerce representative who will

complete the payment process and provide the payee with proof of payment.

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Viewing Receipts

To view a previously paid invoice, the user should navigate to the Manage Payments Module upon successful login.

The Manage Payments Module is subdivided into two sections. The Receipts section lists all receipts for paid invoices

associated to the business account.

To see the receipt details click on View next to the receipt you’d like to view.

The user will see the receipt number, the amount tendered, and the receipt create date. The user will also be able to see

the details of the invoice(s) which include the invoice number, facility license number, application ID, fee type,

application type, employee name (if applicable), fee amount, fee outstanding, and the date the fee was created.

Within the Receipts area, the user will have the ability to view a copy of the receipt document by selecting the down

arrow next to the invoice to view and selecting View.

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Upon selecting the View action for a receipt, the receipt PDF will render in the browser.

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Apply Now Overview

Adding a New Employee

The MMCP eLicense Portal provides any active licensed facility with the ability to add new employees to associate to the

business account.

To add a new employee to an active licensed facility, from the HOME page the user selects Apply Now.

Click Add a New Employee.

The user will then be prompted to select the business license the employee will be working for by clicking Add

Employee next to the appropriate license number.

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The New Employee Application wizard will then begin.

The New Employee Application wizard can also be reached from Manage Licenses and selecting the down arrow next

to the appropriate license number and clicking Add Employee.

Please note that if the facility license is inactive, the Add New Employee feature will not be available for selection.

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Once the user has selected the Add New Employee feature, the user will be directed to the New Employee Application

wizard.

The New Employee Application is made up of four components, the Business Information, the Employee Information

(Contact and Address), the Required Documentation for the employee application, and the Employee Attestation.

The Business Information component contains the business name, facility license number, and FEIN number of the

business account. This component is prepopulated with the facility information that the Ohio Medical Marijuana Control

Program has on file for the business.

Please note that if any of the prepopulated business information is incorrect, the user should contact the Ohio Medical

Marijuana Control program to update the information accordingly.

The Employee Information, Contact Information, and Address Information components contain the identifying

information of the employee that is required for the Ohio Medical Marijuana Control Program to process a new employee

application. The identifying information encompasses the first name, middle initial, last name, date of birth, social

security number, mobile phone number, home phone number, street address of the employee, and the email address of the

employee. The first name, middle initial, last name, date of birth, and social security number will need to be an

exact match on all new employee applications submitted on behalf of a prospective employee. The user is also

required to define the employee type of the proposed employee.

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The Required Documentation component contains the documentation that the Ohio Medical Marijuana Control Program

will need in order to properly evaluate and process a proposed employee submitted by a facility. The user is required to

submit electronic copies of the proposed employee’s driver’s license and headshot photo. The requirements for each of

the required document are defined in Ohio Administrative Code Chapter 3796: 5-2-01 (A). This document can be found

here: DCC_Employee_Applicant_Attestation.pdf (ohio.gov)

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To upload the required documentation, the user will have the ability to select the Upload Files feature.

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Upon selecting the Upload Files feature, the user will be prompted with the file explorer feature available on the user’s

device.

Once a file has been selected, the associated file name will be visible within the Required Documentation component to

the right of the Choose File feature.

The Attestation component indicates confirmation from the user that both the employer and employee acknowledge the

requirement of a background check to be considered for an employee license. The Attestation includes directions to the

user on where to find a list of available vendors to perform the background check, as well as instructions on where the

vendor should direct the completed background check results to ensure delivery to the Ohio Medical Marijuana Control

Program. The Attestation must be selected in order for the New Employee Application to be submitted for review.

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Once all the components of the New Employee Application have been completed, the user will have the ability to select

the Submit feature.

Upon successful submission of the New Employee Application, the user will be prompted with a submission successful

message.

Please note that once the New Employee Application has been submitted, the user will not have the ability to edit the

application.

If the user selects the Go Back To Home button, the user will be redirected to the HOME page.

After submitting a New Employee (Initial) Application, a fee will automatically be generated under the account.

The user can verify the successful submission of a New Employee Application by navigating to the Manage Employees

Module.

Once in the Manage Employee Module, the user can view the pending employee license submission by locating the

employee record in the Pending Employees list. The user will see the associated facility license number, the associated

employee license number, the last name of the employee, the first name of the employee, the selected employee type

associated to the employee record, the employee license status, and the employee license create dates.

The New Employee Application will only be reviewed and processed once the application fee has been paid and the

background check has been submitted according to the Ohio Administrative Code Chapter 3796: 5-2-02. Details on

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completing the background check forms can be found at:

https://www.com.ohio.gov/documents/MMCP_Employee_Background_Check_Guidance.pdf. The details on how to pay

the New Employee Application fee has been addressed in the Manage Payments section of this manual.

Upon Application submission and payment, a Provisional Employee Badge will be issued. The Provisional Employee

Badge is valid for 90 days and will automatically expire if the Application is not approved. Application approval is

dependent upon submission of complete, accurate documents as well as receipt of background check results.

Upon Employee Application approval, the Employee Badge will be generated an available in the portal to be printed.

Request Dispensary Temporary Access

Select the Apply Now button on the Home page. Then click Apply for a Change Request to the preferred license. Select

Dispensary Temporary Access for Form Type and clicks Apply button. Read the Application Verification selection

page. Select Next button. Read the Legal Application Terms.

Read the Application Instructions provided by Ohio Department of Commerce. Click Next. Complete Business

Verification section and click Next. Complete Visitors sections and click Next. Completes Visitor Details section and

click Next button. Complete Attestations and click Next button. Complete Acknowledgement sections and click Submit.

Submit Request for Medical Marijuana Dispensary Special Event

Select the Apply Now button on the Home page. Then click Apply for a Change Request and the Add Form to the

appropriate license. Select Special Event Request for Dispensary License for Form Type and click Apply button. Read

Application Verification selection page and click Next button. Read the Legal Application Terms.

Read the Application Instructions provided by Ohio Department of Commerce. Click Next. Complete Business

Verification section and click Next. Complete Event Details section and clicks Next button. Complete Additional Event

Details section and click Next button. Complete Required Documentation section and click Next button. Complete

Acknowledgement sections and click Submit.

Report a Medical Marijuana Dispensary Returned Product

Select the Apply Now button on the Home page. Then click Apply for a Change Request and the Add Form to the

appropriate license. Select Returned Product for Dispensary License for Form Type and click Apply button. Read

Application Verification selection page and click Next button. Read the Legal Application Terms.

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Read Application Instructions provided by Ohio Department of Commerce and click Next. Complete

Business Verification and click Next button. Complete Product Information section and click Next button. Complete

Acknowledgement section and click Submit button.

Submit a Medical Marijuana Dispensary Operational Request

Select the Apply Now button on the Home page. Then click Apply for a Change Request and the Add Form to the

appropriate license. Select Operational Request for Form Type and click Apply button. Read Application Verification

selection page and click Next button. Read the Legal Application Terms.

Read Application Instructions provided by Ohio Department of Commerce and click Next. Complete

Business Verification and click Next button. Complete Operational Request section and click Next button. Complete

Acknowledgement section and click Submit button.

Request for Medical Marijuana Dispensary Incident

Select the Apply Now button on the Home page. Then click Apply for a Change Request and the Add Form to the

appropriate license. Select Incident Request for Dispensary License for Form Type and click Apply button. Read

Application Verification selection page and click Next button. Read the Legal Application Terms.

Read Application Instructions provided by Ohio Department of Commerce and click Next. Complete

Business Verification and click Next button. Complete Incident section and click Next button. Complete

Acknowledgement section and click Submit button.

Submit a Facility Renewal Application

Select Apply Now from the home page. User should then select the Renew License option. User is then navigated to the

Manage Licenses tab.

Click the Renew button next to the License to be renewed.

After clicking Renew, the user will be navigated to the Renewal Application page.

Request a Dispensary Major Modification/Renovations

Select the Apply Now button on the Home page. Then click Apply for a Change Request and the Add Form to the

appropriate license. Select Major Modifications/Renovations Request for Form Type and click Apply button. Read

Application Verification selection page and click Next button. Read the Legal Application Terms.

Read Application Instructions provided by Ohio Department of Commerce and click Next. Complete

Business Verification and click Next button. Complete Device Information section and click Next button. Complete

Device Details and click Next. Complete Acknowledgement section and click Submit button.

Request to Sell a Medical Marijuana Device

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Select the Apply Now button on the Home page. Then click Apply for a Change Request and the Add Form to the

appropriate license. Select Request to Sell Medical Marijuana Device for Form Type and click Apply button. Read

Application Verification selection page and click Next button. Read the Legal Application Terms.

Read Application Instructions provided by Ohio Department of Commerce and click Next. Complete

Business Verification and click Next button. Complete Details section and click Next button. Complete

Acknowledgement section and click Submit button.

Request for Advertisement Approval

Select the Apply Now button on the Home page. Then click Apply for a Change Request and the Add Form to the

appropriate license. Select Advertisement Request for Dispensary License for Form Type and click Apply button. Read

Application Verification selection page and click Next button. Read the Legal Application Terms.

Read Application Instructions provided by Ohio Department of Commerce and click Next. Complete Business

Verification section and click Next. Complete Types of Advertisement section and click Next button. Complete

Advertisement Information section and click Next button. Complete Required Documentation section and click Next.

Complete Acknowledgement section and click Submit button.

Request a Variance

Select the Apply Now button on the Home page. Then click Apply for a Change Request and the Add Form to the

appropriate license. Select Variance Request for Dispensary License for Form Type and click Apply button. Read

Application Verification selection page and click Next button. Read the Legal Application Terms.

Read Application Instructions provided by Ohio Department of Commerce and click Next. Complete

Variance Details and click Next button. Complete Required Documentation and click Next button. Complete

Acknowledgement section and click Submit button.

Questions or Comments?

If you have any questions or comments, please contact the Ohio Department of Commerce Medical Marijuana Control

Program at [email protected].