Viterbo University

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Viterbo University

• Credit Card Training
• Updated 5-23-16

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Credit Card Training

• Who should view this presentation
• Employees who collect credit card information
• Employees who process credit cards
• Employees who handle or store credit card
  information

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Processing Procedures that apply to all card
situation

• Only VU employee trained in CC compliance should
  handle credit cards
• Process CC within 24 hours or as soon as
  possible.
• Process CC with an approved swipe machine, OPC
  via Colleague or Virtual Merchant
• Provide a receipt only when requested
• All receipts must contain truncated numbers i.e.
  XXXX-XXXX-XXXX- 1234

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Processing Procedures Page 2

• Settle all batches daily
• Report any suspected cards to your immediate
  supervisor
• Never leave cardholder data laying around
• Never accept CC information via email
• Store CC information in a secure location
• If you have any questions on processing CC,
  contact your supervisor

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Processing In-Person CC

• Process all CC within 24 hours or as soon as
  possible
• Review signature on the CC and make sure they
  match
• Provide a truncated receipt upon request (not
  required for student payments)
• Destroy forms within 180 days of processing

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Processing Over-the-Phone CC

• Process CC within 24 hours or as soon as possible
• Collect the following information
• First and Last Name
• Billing Address Including Zip Code
• CVV number (REDACT AS SOON AS PROCESSED)
• Use Phone order form
• Destroy forms within 180 days of processing

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Processing CC by Mail

• Process CC within 24 hours or as soon as
  possible.
• Collect the following information
• First and Last Name
• Billing Address Including Zip Code
• CVV number (REDACT AS SOON AS PROCESSED)
• Document or show it was via Mail
• Destroy forms within 180 days of processing

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Processing BO Online CC

• Reconcile and settle OPC batches.
• Do not maintain/store any reports with
  non-truncated CC numbers on them.
• Only Business Office may approve online
  collection of CC information

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Processing CC by Fax

• If you receive a CC by FAX, process it using
  the By Mail method and inform the customer
  that this is a one-time event and to not submit
  information in this method in the future.

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Fine Arts SABO SystemFine Arts Only

• Run daily reports as needed.
• Reconcile daily purchases.
• Do not maintain/store any reports with
  non-truncated CC numbers on them.

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Collecting CC Information by Email or Instant
Message

• If you receive CC information via Email or
  Instant Message, process it using the By Mail
  method and inform the customer that this is a
  one-time event and to not submit information in
  this method in the future. Please delete the
  email after the cc is processed.

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Offices that Collect CC information but do not
process the CC

• Securely store all CC information
• If off campus, forward all CC information to the
  Business Office as soon as possible using
  overnight mail with tracking capabilities
• If on campus, hand deliver all CC information to
  the Business Office
• Limit access to cardholder information to only
  authorized individuals.
• Never transmit CC information electronically