Viterbo University

Credit Card TrainingUpdated 5-19-15

Who should view this presentation

Employees who collect credit card informationEmployees who process credit cardsEmployees 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- 1234

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 email 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 SystemFine Arts Only

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.

Collecting CC Information by Email 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