Credit Card Processing

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POLICY NO: 6050
EFFECTIVE DATE: 01/10/07
REVISED DATE: 01/08/09
REVIEWED DATE: 01/07/09

Credit Card Processing Policy

Basis for Policy

It is the policy of the University of Nebraska Medical Center (UNMC) to establish good internal controls over the handling of credit card transactions to adequately safeguard and properly record UNMC assets and to protect the employees who handle those assets.  Further, it is the policy of UNMC to comply with all state regulations and the Payment Card Industry Data Security Standards (PCI/DSS).

Authority Over Credit Card Transactions

It is the policy of the University of Nebraska Medical Center that all credit card transactions on the UNMC campus will be under the control of the Controller.  Web based credit card transactions must utilize the standard UNMC application.

Credit Card Reporting

Credit card collections received by departments for UNMC will be submitted along with cash/check collections and a Cash Remittance Report and related pre-numbered receipt slips to the Finance Cashier.

Internal Controls

Departments are required to establish the following internal controls over credit card transactions:

• Departments will maintain written detailed internal procedures describing the proper handling of credit card transactions.
• Under no circumstances should credit card information be entered and stored on any computer database.  UNMC has made the decision to outsource the credit card processing.  UNMC ITS Application Services has a module which is utilized to bridge the web application which requires a credit card payment and the credit card processing company.

Auditing Cash Funds

All credit card transactions will be reviewed periodically and confirmed annually to assist in maintaining proper accountability and internal control. In addition, written departmental credit card procedures will be reviewed for conformity with UNMC policies and for proper internal control.

For more detailed information, see the Credit Card Handling Procedures or contact the Controller.

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