The University of Texas Health Science Center at San Antonio Credit Card Merchant Procedures

The University of Texas Health Science Center at San Antonio Cash Handling Procedures

The University of TexasHealth Science Center at San AntonioCredit Card Merchant ProceduresPresented by: Office of the Bursar

1Credit Card Merchant Procedures

The Credit Card contract is maintained by UT Systems and is bound by all UT Policies and guidelines, including

AccountingRecords RetentionData Security and StorageWeb Security2Credit Card Merchant Procedures Donations Symposiums and Seminars Durable Goods Clinic and Lab Charges Continuing Education Class Tuition and Fees





Credit Card Merchant Procedures


Credit Card Merchant ProceduresThe Department of Research and Development

PID: 123456

Dr. B.N. Evelyn Goofellow, MD 226-3232

Dr. B.N. Evelyn Goodfellow, MD

Stand alone card swipe terminal

Purchase Hardware

Room 4.3.295R Dental School

Clarisse Doolittle, 555-1212 ext 775


The Office of the Bursar will work with Accounting to ensure all back office requirements are met, prior to granting credit card merchant privileges.Credit Card Merchant Procedures


The UT Servicer will conduct all training on credit card processing.Credit Card Merchant Procedures Batch and Settle, daily. Complete Cash Receipt Deposit Voucher Hand carry to Cashiers Window



Enter the account . The Account Codes can be found on the Office of Accountings website. Enter the Project ID, which is available from the department head or administrator.Enter a description for the deposit.Enter the total amount for each account listed.


Enter the name of each person who paid cash and the date it was received.Enter the amount received from each person.

*If additional lines are needed, please attach a separate list. Enter See Attached as the Payor and the total cash amount .


Enter the last four digits of the Merchant ID. This number is assigned by the UT servicer as part the credit card merchant setup, and is unique to each card type. (MasterCard, Visa, Discover or American Express .)

Enter the Account. This General Ledger account number is issued by Accounting.

Enter the Project ID. This number is issued by the Office of the Bursar, during the merchant setup process.

Enter the total amount charged for each Merchant ID number.


The Bursar Deposit Amount, in the *upper right hand corner, automatically calculates the deposit total. *Note: if this total is $RED or $BOLD, the amounts have not been properly entered, in one or more of the boxes.

Enter the date of the deposit, the Department ID and Name.

The Office of the Bursar Cashier will verify the deposit, then initial and enter the date the deposit was received.

The CRV will be stamped with a sequential number.


Print or type the name of the preparer and sign.

List a contact phone number.

Hand carry the original CRV and a copy, along with all cash, checks and credit card settlements, to the Office of Bursar.

*NOTE: interoffice mail does not provide adequate security.

Cash Receipt Deposit Voucher The Office of the Bursar Cashier will verify the deposit

The copy of the CRV will be returned for departmental records

Credit Card Merchant ProceduresProduced and presentedby The Office of the Bursar

CC REQUEST

4/16/10CREDIT CARD MERCHANT SETUP REQUEST

**FORM MUST BE PRINTED ON DEPARTMENT LETTERHEAD**

THE ABOVE DEPARTMENT HEREBY REQUESTS CREDIT CARD MERCHANT PRIVILEGES.

EXACT NAME OF MERCHANT

PLEASE USE THE FOLLOWING PROJECT ID(s) FOR CREDITS AND DEBITS(DISCOUNT AND TRANSACTION FEES)PIDPIDCREDITSDEBITS

SIGNATURE OF SIGNER ON ABOVE PIDPHONEDATE

PRINT NAME: FIRST MIDDLE LASTEMPL ID

TRANSACTION TYPES(PLEASE CHECK ALL THAT APPLY)

Card not present' transactions, including ecommerce/mail/telephone sales.Stand alone terminal with no electronic cardholder data storage.Internet connection with no electronic cardholder data storage.OtherPlease describe

EQUIPMENT (PLEASE CHECK ONLY ONE)

LEASE HARDWARE AT $20 PER MONTHPID TO CHARGEPURCHASE HARDWARE T4100 $450 EAPID TO CHARGEESTABLISH A WEB BASED ACCOUNT

LOCATION OF HARDWARE/SOFTWARECONTACT NAME:PHONE

OFFICE OF THE BURSAR/ACCOUNTING USE ONLY

AMEX MERCHANT NUMBERDISCOVER MERCHANT NUMBERMCD/VISA MERCHANT NUMBER

GL INFORMATION:

AMEXPID122291AMEXACCTDCVPID122291DCVACCTMCD/VPID122291MCD/VACCT

DATE FORWARDED TO THE INFORMATION SECURITY OFFICE

REVISED 04/10 bbCCM10.XLS

Expense reportFor Bursar's Office Use OnlyThe University of Texas Health Science Center at San AntonioInitials/Date:Cash Receipts VoucherBalance:0.0Bursar Deposit Amount:0.0DATE:DEPARTMENT:RECEIPT :AccountProject IDDescriptionAmountTotal Deposit0.0CASH DEPOSITPayorDate ReceivedAmount**If additional lines are needed please attach separate list. Input the total amount of the list on the first line.0.0CHECK DEPOSITPayorCheck #Check DateCheck ReceivedAmount**If additional lines are needed please attach separate list. Input the total amount of the list on the first line.0.0CREDIT CARD SALESType of CCAccountProjectAmount0.0PREPARED BY:SIGNATURE:Please PrintPHONE #:COPIES: ORIGINAL TO BURSAR'S OFFICE2ND COPY FOR DEPARTMENTRevised: DECEMBER 2007

The University of Texas Health Science Center at San Antonio Credit Card Merchant Procedures

Documents

Transcript of The University of Texas Health Science Center at San Antonio Credit Card Merchant Procedures