Accepting Payments Online for a Short Period of Time
If your department is hosting a conference or seminar or holding another type of event, there is now a way to securely accept credit card payments online. If you already have an online form built or need one created, it can easily be interfaced with the secure online credit card acceptance vendor.
An IT Development Request needs to be submitted as early as possible to ensure that your form is set up on time. It is preferred that this request is submitted at least 4-6 weeks before you would like to start accepting payments.
In the request, please be sure to mention the following…
• You would like to accept payments using the GENERAL credit card payment screen.
• The date you would like to start accepting payments.
• Whether or not you have a technical individual to assist with the project.
• If you need an online form created or if you already have one created.
After submitting the form, you will be contacted by OIT with information on how to proceed.
Fill out the Temporary ONLINE Merchant Site Request Form.
When it gets closer to your go live date, you will receive an email with Login Names and Passwords for the individuals you listed on the request form needing admin access to the credit card acceptance website. A training session will also be offered.
It is important that all individuals involved in accepting credit cards read and fully understand the CMU Merchant Sites Security Guidelines. The Merchant Services Operating Procedures Guide must also be read. This guide provides information on how to handle refunds and exchanges, avoid chargeback fees and information on credit card acceptance and sales slips.
Processing Information
Various Fees
There are 3 types of fees that the accepting department is responsible for paying. Departments are required to provide Payroll & Travel Service and Accounting Services an account (cost center/GL) to charge the various fees on the request form.
• Monthly Fee - The online credit card acceptance vendor charges a monthly hosting and maintenance fee. The amount of this fee is determined by the number of departments using the online payment screen during the month.
• Per Transaction Fee - The online credit card acceptance vendor charges a $0.25 per transaction.
• Discount and Adjustment Fees - The University is charged a discount rate or fee on all credit card transactions by the Credit Card Processor. The amount of the fee is determined by the type of credit card, the number of transactions and the dollar value of the credit card sale.
Batch Settlement
Batches will automatically be settled at 5:00 PM each day.
Acquiring your Funds
During the setup of your online form, you will assign your payment(s) an order type and order description. The order type and order description will be linked to a cost center and GL. The credit card funds will automatically be allocated to the assigned account 1-3 days after the date the sale.
Chargeback
A chargeback is a reversal of a previous sale transaction resulting when a cardholder or card issuer disputes a charge posted to their account. In the event of a chargeback, it is the responsibility of the department to respond back to the chargeback by the date provided on the report sent to you. You are required to provide information regarding the sale and any other supporting documentation to substantiate the claim. You should retain a copy of all correspondence for your files.