Submitting a Marketplace application form Treasury 4/22/2019

According to UTD Policy, a Marketplace Application must be submitted and approved prior to accepting electronic payments online. This document provides guidelines for how to complete and submit the application form using PeopleSoft Forms.

To create a new application, select “Add New Value”

Please include your new store name in the Subject field. If your department is not part of a school, select N/A. Please provide a description for why your department would like to accept credit card payments. Include the type of good or services that will be sold.

3. Please estimate total Annual Sales per fiscal year. 2. Please consider the time frame for when the store will be needed. This helps us determine the times when a store may not have any activity. Options are: Year Round Activity Seasonal One-time event 3. Please estimate total Annual Sales per fiscal year. 4. Sales should go to a revenue account unless there is a special circumstance. Please remember to add budget in the cost center to cover card processing fees. Use 2.5% of annual sales as a guideline.

Please assign users and roles. The MDR must be the cost center manager or alternate. The Store contact is the email address where customers will send questions. See following slides for details of roles.

Please ensure that all users review the attached UTD Credit Card Acceptance Policy. Please let us know if you are linking Marketplace to an existing website. Please include any information you need to be collected from the customer. A Return Policy is Required. This is critical in the cases where customers dispute transactions. Options are: No refunds No refunds after 30 days Other (please include details under “More Information” or as an attachment)

Please indicate whether any other departments or outside vendors are involved in the payment process and what their involvement will be. If the request is to use another software provider other than Marketplace, a separate more detailed approval process is required. Please do not use this form.

Guidelines Please remember these guidelines when completing the request form: Allow sufficient time for all approvals to be completed. Ensure that the cost center owner/alternate is available to approve the request. Do not contact the web developers directly to make these changes. Ensure that all new users read the UTD Credit Card Acceptance Policy that is attached to the form. Please note that the Merchant Dept Representative must be the cost center manager or alternate. Submitting the Marketplace Application form The requester completes the form and submits. If the requestor is not the cost center manager/alternate, the form is routed to the cost center manager or alternate for approval. The form is routed to the Fiscal Officer for review and approval. If the manager or alternate is also the Fiscal Officer, the next approval step will be skipped. The form is routed to the Treasury Analyst for review. The form is routed to the Treasury Manager and Associate Controller for approval. (Steps 5 & 6 may take 1-2 days.) Upon approval, the Treasury Analyst will forward the approved form to Web Development for creation of the store.

User Roles Fulfiller MDR/Store Manager Store Accountant The MDR/Store Manager will be the cost center manager or alternate Can authorize user changes and changes to storefront settings Fulfiller with cancel/refund rights Can fulfill orders (Credit card orders will be automatically fulfilled unless manual fulfill is specifically requested) Can issue refunds and cancel orders Fulfiller Can fulfill orders paid by ACH (Credit card orders will be automatically fulfilled unless manual fulfill is specifically requested) Store Accountant Can view reports Store Contact Email address for customers to contact for questions

Please contact FMS-Treasury@utdallas.edu with any questions