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'''

Revision as of 15:40, December 27, 2012

Human Resources   Safety/Security   Research Compliance   Compliance   Privacy/Information Security   Business Operations   Intellectual Property


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

Credit Card Handling Procedures

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.

Establishing the Ability to Accept Credit Card Payments:

To establish the ability to accept credit card payments, departments should:

  • Send a written request for authorization to the Controller (Carol Kirchner, zip 5075)
  • Contact Terry Lilla, the Finance Cashier Office, for bank contact and equipment options information.
  • 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

  • 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.
  • 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.
  • 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.

Discontinuing the Acceptance of Credit Card Payments

To discontinue accepting credit card payments, departments should:

The Finance Cashier Office will work with the Controller in cancelling the account with the bank (otherwise monthly charges will continue to be assessed).

For additional information, see Credit Card Processing Policy.

This page maintained by dkp.

Last Review by Policy Owner: 12/28/12

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