Credit Card Handling Procedures: Difference between revisions

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[[General Accounting]] | [[SBIR/STTR Program Participation]] | [[Supplemental Compensation Plan]] | [[Facilities Management/Planning]] | [[Purchasing]] | [[Public Affairs]] | [[Facility Identification]] | [[Serving Alcoholic Beverages]] | [[Travel and Reimbursement]] | [[State Vehicles]] | [[Reproducing Copyrighted Materials]] | [[Credit Card Processing]] | [[Student Training Agreement]] | [[Non-faculty Volunteers]] | [[Cash Handling]] | [[Fraud]] | [[Assigning Research Lab Space]] | [[Public Research Lab Space]] | [[International Health Education]] | [[Faculty Personnel Records]] | [[Cellular Phone]] | [[Off-campus Graphic Design and Related Printing]] | [[Off-campus Photography]] | [[Tax Exempt Financing and Tracking of Both Qualified Use and Non-Qualified Use of Research Space]] | [[Secondary Logos]] | [[Social Media]]
[[General Accounting]] | [[SBIR/STTR Program Participation]] | [[Supplemental Compensation Plan]] | [[Facilities Management/Planning]] | [[Purchasing]] | [[Public Affairs]] | [[Facility Identification]] | [[Serving Alcoholic Beverages]] | [[Travel and Reimbursement]] | [[State Vehicles]] | [[Reproducing Copyrighted Materials]] | [[Credit Card Processing]] | [[Student Training Agreement]] | [[Non-faculty Volunteers]] | [[Cash Handling]] | [[Fraud]] | [[Assigning Research Lab Space]] | [[Public Research Lab Space]] | [[International Health Education]] | [[Faculty Personnel Records]] | [[Cellular Phone]] | [[Off-campus Graphic Design and Related Printing]] | [[Off-campus Photography]] | [[Tax Exempt Financing and Tracking of Both Qualified Use and Non-Qualified Use of Research Space]] | [[Secondary Logos]] | [[Social Media]]
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<big>'''Credit Card Handling Procedures'''</big>
== Establishing the Ability to Accept Electronic Credit Card Payments: ==
== Establishing the Ability to Accept Electronic Credit Card Payments: ==
 
*Contact Associate Director Application Services (Lee Trant) for instructions on accepting electronic credit card payments i.e. via the web.
* Contact Associate Director Application Services (Lee Trant) for instructions on accepting electronic credit card payments i.e. via the web.
==Establishing the Ability to Accept Credit Card Payments: ==  
== Establishing the Ability to Accept Credit Card Payments: ==  
 
To establish the ability to accept credit card payments, departments should:
To establish the ability to accept credit card payments, departments should:
 
*Send a written request for authorization to the Controller ([mailto:ckirchner@unmc.edu Carol Kirchner], zip 5075)
* Send a written request for authorization to the Controller ([mailto:ckirchner@unmc.edu Carol Kirchner], zip 5075)
*Contact [mailto:terry.lilla Terry Lilla], the Finance Cashier Office, for bank contact and equipment options information.  
* Contact Brock Steinbrink, Cashiering, for bank contact and equipment options information.  
*Notify [http://mailto:sblum@unmc.edu Susan Blum], Accounts Payable, that the department will be taking credit card payments and of the cost center to which monthly processing transactions will be charged.
* Notify Susan Blum, Accounts Payable, that the department will be taking credit card payments and of the cost center to which monthly processing transactions will be charged.
 
== Transmitting Credit Card Payment Receipts to the Finance Cashier and Retaining Credit Card Information ==
== Transmitting Credit Card Payment Receipts to the Finance Cashier and Retaining Credit Card Information ==
 
*Credit card machine transactions should be closed out via automatic closing at least once per business day.
* Credit card machine transactions should be closed out via automatic closing at least once per business day.
*The credit card receipt report should be reconciled to the batch total of cash receipts.
* The credit card receipt report should be reconciled to the batch total of cash receipts.
*A copy of the credit card receipt report should be transmitted to the Finance Cashier with the daily Cash Remittance Report.
* A copy of the credit card receipt report should be transmitted to the Finance Cashier with the daily Cash Remittance Report.
*Under no circumstances should credit card information be emailed out of the department.
* Under no circumstances should credit card information be emailed out of the department.
*Printed receipts should show only the last 4 digits of the credit card number.
* Printed receipts should show only the last 4 digits of the credit card number.
*Retain the original receipts from all transactions and any original, signed documentation in a secure location for a minimum of 7 years per university record retention guidelines.
* Retain the original receipts from all transactions and any original, signed documentation in a secure location for a minimum of 7 years per university record retention guidelines.
== Discontinuing the Acceptance of Credit Card Payments ==  
== Discontinuing the Acceptance of Credit Card Payments ==  
To discontinue accepting credit card payments, departments should:
To discontinue accepting credit card payments, departments should:
*Notify the [mailto:ckirchner@unmc.edu Controller], the [mailto:terry.lilla@unmc.edu Finance Cashier Office] and [mailto:sblum@unmc.edu Accounts Payable].
*Return any leased equipment.<br />


* Notify the Controller and Accounts Payable.
The Finance Cashier Office will work with the Controller in cancelling the account with the bank (otherwise monthly charges will continue to be assessed).
* Return any leased equipment.
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* Cancel the account with the bank in writing (or monthly charges * will continue to be assessed).
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[[Credit Card Processing | Credit Card Processing Policy]]
For additional information, see [[Credit Card Processing | Credit Card Processing Policy]].
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This page maintained by [mailto:dpanowic@unmc.edu dkp].
This page maintained by [mailto:dpanowic@unmc.edu dkp].
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Last Review by Policy Owner: January 7, 2009
Last Review by Policy Owner: '''12/28/12'''