Print/Copy Mail Services Vice President FAThe University of Oregon is part of the Oregon State Treasury's credit card contract with U.S. Bank. Departments may use VISA or MasterCard credit cards or bank debit cards bearing the VISA or MasterCard symbols in payment of the following types of transactions:
Department fees or fines
Merchandise/Book sales
Invoices
Ticket Sales
Audio/Video Tape Sales
Other Payments (payment for lost or damaged equipment, etc.)
Use of VISA/MASTERCARD is ideal for departments whose customers are:
Overseas
Paying large amounts
U.S. Government agencies no longer permitted to write checks
Establishing a VISA/MASTERCARD Merchant Site
Departments must first obtain approval from the Director of Business Affairs to process credit card payments. Please refer to the BAO Credit Card Processing policy, http://baowww.uoregon.edu/Policy/it02.pdf. Once approved perform the following steps:
Step 1 Call the Cashier's Office (6-3154) for information on current bank fees and discount rates and to request a merchant number. Allow 2-3 weeks for delivery of equipment and information packet.
Step 2 Call Telecommunications to arrange for installation of a dedicated telephone line.
Step
3 Order NCR forms from University Printing, or prepare a 3 - 4 part
Data
Capture Deposit Transmittal form.
Step 4 Call the Cashier's Office when equipment and information packet arrives.
Departments that wish to accept credit card payments over the internet should consult with Business Affairs (346-0814) before building an in-house solution or contracting with a service provider.
Departmental Authorization
All departments authorized to accept credit card payments must exercise reasonable care in screening charge transactions to reduce credit card misuse and loss of funds.
Bank Authorization
Bank authorization is obtained by submitting the transaction information to the merchant via the electronic capture device. Follow the instructions included in the information packet to ensure proper authorization.
Card Signature
VISA/MASTERCARD transactions that are handled in person are not valid without an appropriate signature by the cardholder. Departments are responsible for ensuring that the person using the credit card is authorized to do so. Comparison should be made between the signature on the merchant slip and the signature on the back of the credit card. If there is any doubt regarding the validity of the signature, verify the individual's signature by examining another piece of identification.
Deposit and Reporting Charge Sales
University departments will process credit sales transactions using approved electronic data capture equipment. It is not appropriate to refuse to accept a VISA/MASTERCARD due to malfunctioning equipment.
If your deposit consists solely of credit card receipts, please see the following policy revisions:
Credit card deposits should be prepared at least once per week.
Credit card receipts do not need to be hand carried to the cashiers office or placed in a tamper-proof, self-sealing plastic bag.
Data capture forms and batch settlement summary reports may be emailed or faxed to the cashiers department for processing at cashiers@uoregon.edu or 346-3137.
Please include the TWADEPO deposit number in your communication.
Please refer to the UO eCommerce policy regarding the safekeeping of credit card records: http://baowww.uoregon.edu/Policy/IT02.pdf
The credit card terminal will electronically transmit the daily activity to the bank the same day or night that the transactions are settled. If a terminal is inoperative, charge sales should be done manually using an imprinter. When the terminal is back in service, any manual transactions must then be entered.
Manually completed authorization forms must be submitted to the Cashier's Office with the DCDT and batch settlement report.
Custodian Responsibilities
Care of the equipment
Follow terms of the VISA/MASTERCARD contract
Obtain proper documentation for each transaction
Balance, close and transmit open batches at the end of each day
Segregation of Duties
Someone other than the person obtaining the authorizations should prepare the deposit.
A review of credit transactions should occur. Refunds of credit card charges must be made to the credit card. No CASH refunds shall be given.