Credit Card Acceptance

Credit Card Acceptance

Accepting credit cards as a form of payment requires a department to accept the economiccompliance and administrative responsibilities of handling them. A good place to start collecting information on those requirements is Policy 330-35. The policy provides insight into the types of merchants and the process to request authorization to become a merchant.

Online Credit Card Handling

Every employee involved with credit card processing must take the online credit card handling annually.  The Online Credit Card Handling is available in the campus Learning Management System.

To access, go to LMS, and enter Credit Card Online Handling in the Search field and the training will be available for viewing. The training takes approximately 15 minutes.

Merchant Responsibilities

Economic  – card brands charge discount fees approximately 2.5% to 2.75% of the transaction volume.  The discount fees are applied to the designated ledger account monthly via a journal voucher generated by Banking and Merchant Services.  Journals are completed by card type (Visa/Mastercard, Discover, American Express).  A complete breakdown of the fee calculation is explained in the Interchange Rate Schedule (insert 2015 Interchange Rate Schedule here).

Compliance – PCI Security Standards are technical and operational requirements set by the PCI Security Standards Council to protect cardholder data. Compliance with the PCI Security Standards is enforced by the payment card brands. The standards apply to all organizations that store, process or transmit cardholder data.  If you are a merchant that accepts payment cards, you are required to be compliant with the PCI Data Security Standard and all applicable requirements. To validate compliance, merchants will participate in an annual on-site audit by a third party QSA (qualified security assessor) who will be responsible for the review of merchant credit card handling processes, reviewing required policies and physical inspection of system/devices that process credit cards. Please see the link below to access the PCI Security Standards Council website. Using the PCI Standards & Documents tab and the Documents Library tab, see the version 3.0 Self-Assessment Questionnaires as a guide. NON-Compliance may result in termination of merchant account.

Administrative – credit card activity for all merchants is recorded on the ledger using data received directly from our acquiring bank – Bank of America Merchant Services (BAMS). The bank file is used to generate Credit Card Receipt (CCR) documents.  CCR documents either auto approve or route to a departmental group for approval.  If the department elects route for approval, the CCR must be approved within five calendar days or it will auto approve and post to the default account number selected by the department.  Routing for approval allows the department to change the account used before the activity is posted to the ledger. Learn more about Credit Card Receipt documents. 

Request to Become a Merchant - Please email merchantsupport@ucdavis.edu to request a credit card merchant account.

Adding Additional Equipment to an Existing Merchant/New Equipment Orders - To request additional equipment for an existing merchant, please email merchantsupport@ucdavis.edu please include the merchant ID number, shipping address as well as the number and type of terminals needed.

Replacement Equipment - To request replacement equipment, email merchantsupport@ucdavis.eduinclude the merchant ID number, terminal ID number and complete address for shipping replacement equipment. The merchant id number and terminal id number can be found on the sticker on the terminal.  If a replacement pin pad is needed, please include the associated terminal id number with the request as well as the pin pad serial number.

Closing a Merchant Account - To close a merchant account, please email merchantsupport@ucdavis.eduto request a call tag to return equipment.  Include the merchant id number, equipment id number and/or serial number as well as a statement requesting closure of the merchant account.

Return Credit Card Equipment - To return credit card equipment (defective or no longer needed, etc), please email merchantsupport@ucdavis.edu to request a call tag.  Include the merchant id number, equipment id number or serial number and the reason for the return.

Credit Card Merchant Questions - Contact merchantsupport@ucdavis.edu for any credit card merchant account questions.

Payment Card Industry Resources for Credit Card Merchants