1. Review Current Revenue Collection Methods
- Review income activity and the payment methods currently accepted.
- Consider the implications of adding payment card acceptance:
- Will existing payment options continue to be offered?
- What departmental processes will need to change to accommodate the new payment method?
- How will new responsibilities associated with payment card acceptance be managed, including:
- Daily balancing of payment card transactions
- Recording payment card activity
- Monthly reconciliation to merchant statements
- Reporting card activity to the central office
- Verifying income and expense entries
- Maintaining annual PCI DSS compliance documentation, including:
- Written procedures
- Hardware and software inventory
- Data flow diagram
- Completed and compliant Self-Assessment Questionnaire (SAQ)
- Monitoring monthly security scan results and addressing any identified vulnerabilities
2. Evaluate Payment Card Acceptance Options
- Review the payment card acceptance methods available at UNL, as outlined in the Becoming a Merchant guide.
- Determine which solution is most appropriate for the proposed revenue-generating activity.
- Consider the following factors:
- Do the direct costs, such as card network and merchant service provider fees, justify offering payment card acceptance?
- What indirect costs will be incurred, such as:
- Additional reconciliation requirements
- Annual PCI compliance obligations
- Further staff training needs
- Enhanced security controls for processes and systems
3. Review Applicable Policies
- Review the UNL Payment Card Policies to understand departmental responsibilities and compliance requirements.
4. Submit a Merchant Application
- Complete and submit a Merchant Application for review by the PCI Team, including:
- A flowchart documenting the payment card process
- A detailed description of the procedures and controls that will be used to safeguard cardholder data
- If approved, the Bursar's Office will request a merchant account on behalf of the department and coordinate the purchase of any required equipment through UNL's merchant services provider, Elavon.
5. Complete Training and System Setup
- Become familiar with the credit card processing equipment and establish departmental procedures for training and transaction processing.
- Complete setup of online payment gateway accounts, if applicable.
6. Begin Accepting Payment Cards
- Once all approvals, training, and setup activities have been completed, the department may begin accepting payment card payments.
- A convenience or service fee CANNOT be charged for card payment. Instead, the cost of card acceptance should be incorporated into the overall pricing of goods or services. Any exception to this policy must be approved by the Bursar’s Office and properly configured with Elavon. Exceptions are generally discouraged and will be considered only in limited circumstances.