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.