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Viterbo University. Credit Card Training Updated 6-5-18. 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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Viterbo University Credit Card Training Updated 6-5-18
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
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, using approved third party solutions. Provide a receipt only when requested All receipts must contain truncated numbers i.e. XXXX-XXXX-XXXX- 1234
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 paper CC information in a secure location Never store CC information electronically If you have any questions on processing CC, contact your supervisor
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
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
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
Processing BO or Advancement Online CC Reconcile and settle batches timely. Do not maintain/store any reports with non-truncated CC numbers on them. Only Business Office or Institutional Advancement may approve online collection of CC information BO uses OPC/ACI IA uses Blackbaud
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.
Fine Arts Credit Card SystemFine Arts Only Run daily reports as needed. Reconcile daily purchases. Do not maintain/store any reports with non-truncated CC numbers on them. Fine Arts uses SABO and RefFox third party systems
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.
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
