Viterbo University Credit Card Training Updated

Who should view this presentation  Employees who collect credit card information  Employees who process credit cards  Employees who handle or store credit card information Credit Card Training

 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 when possible  All receipts must contain truncated numbers i.e. XXXX-XXXX-XXXX Processing Procedures that apply to all card situation

 Settle all batches daily  Report any suspected cards to your immediate supervisor  Never leave cardholder data laying around  Never accept CC information via  Store CC information in a secure location  If you have any questions on processing CC, contact your supervisor Processing Procedures Page 2

 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 (not required for student payments)  Destroy forms within 180 days of processing Processing In-Person 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 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)  Document or show it was via Mail  Destroy forms within 180 days of processing Processing CC by Mail

 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 Processing BO Online CC

 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. Processing CC by Fax

 Run daily reports as needed.  Reconcile daily purchases.  Do not maintain/store any reports with non-truncated CC numbers on them. Fine Arts SABO System Fine Arts Only

 If you receive CC information via 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 after the cc is processed. Collecting CC Information by or Instant Message

 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 Offices that Collect CC information but do not process the CC