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Credit Card Data Usage and Retention

• Storage and retention of credit card data must be the minimum length necessary to meet University and/or regulatory requirements.
• University policy prohibits retaining or storing the cardholder's full credit card number, the three-digit CVV code or the PIN verification value.
• At a minimum, the credit card number must be rendered unreadable for all stored or retained data.
• Media or storage containers with cardholder data must be labeled "confidential."
• Cardholder data may not be sent via email unless it is encrypted.
• Cardholder data must be secured against unauthorized removal and stored in a secured area.
• Any movement of cardholder data must be communicated to and preapproved by the Treasurer's Office.

Physical Access

• All physical areas containing cardholder data must have limited access.
• The preferred method of storage of cardholder data is a locked container.
• These areas must not be accessible to the public.
• All visitors to these areas must be escorted at all times by an employee with legitimate access.
• It is the department's responsibility to ensure the visitor's access to the area is authorized and logged for audit purposes.
• Visitors include employees, temporary employees, consultants or contractors.

Third-party Access

• Third parties with access to cardholder data must be contractually obligated to comply with the payment card industry security requirements.
• The third party must provide documentation to the University of their compliance level.

Credit Card Deposit Processing

• The completed Ad Hoc Bank Transaction should show the total credit card deposit by credit card type and the supporting documentation should agree to the completed form.
• Attach transaction summary, settlement batch or close report with the individual card type subtotals to the Ad Hoc Bank Transaction.
• Do not send cardholder receipts with the Ad Hoc Bank Transaction.

Saint Louis University will accept MasterCard, Visa, Discover and American Express bank credit cards for payment of miscellaneous charges at University locations approved by the Treasurer's Office. 

Departments processing charges by bank credit card must do so electronically using a terminal and printer or e-commerce product approved by the Treasurer's Office.

Valid MasterCard, Visa, Discover or American Express transactions may be accepted at approved locations; however, the University is not liable for improper use. The department is responsible for recovering chargebacks from the customer incurred due to invalid charges.

The University's depository account will be credited within two business days after the bank card transactions have been submitted to the bank. Departmental accounts will be credited upon receipt of an Ad Hoc Bank Transaction.

The bank charges a fee for each credit card transaction to the University. The cost associated with the acceptance of bank credit cards for payment will be allocated to the departments by the Controller's Office. Bank merchant numbers are used to record fee allocations.

Contact the Treasurer's Office to request authorization to accept bank credit cards for payment.

Procedures

Enter the card information into the credit card terminal.

With card:

• Swipe the card through the card reader.
• Verify the customer name, card number, and expiration date as they appear on the terminal screen.
• Enter the amount of the charge.
• Verify the transaction has been accepted and a receipt has been generated.
• Obtain the signature of the cardholder on the transaction receipt.

Without card:

• Enter the card number into the terminal.
• Verify the customer name, card number, and expiration date as they appear on the terminal screen.
• Enter the amount of the charge.
• Verify the transaction has been accepted.

At the end of each business day, submit the batch of daily transactions to the bank via a modem to charge the customer's bank card and credit the University's depository account.

• Run a batch report of daily transactions from the terminal.
• Departmental supervisors should review the report and verify all transactions on the report are accurate and appropriate. Initial any credits identified on the batch report.
• Transmit batch transactions to the bank.
• Complete an Ad Hoc Bank Transaction.
• Maintain detail batch reports and receipt forms in an organized manner in the department.

It covers everyone involved with gathering, processing or storing the credit card information we collect within the University.

It covers all the credit card and cardholder information that is gathered throughout the University:

• How we process credit card transactions
• What we do with all of the credit card receipts and reports
• What we do with the credit card information we gather
• How we dispose of the information after it has served its business purpose

Only individuals with a "need to know" purpose should have access.

• Never attach receipts with the full credit card number to the Ad Hoc Bank Transaction that is submitted to the Treasurer's Office.
• Never email or electronically transmit full credit card numbers.

 

Visa, MasterCard and Discover allow customers to dispute charges up to 18 months from the date of the original transaction. American Express allows disputes up to 12 months from the date of the original transaction.

• Store only the most necessary information
• Never store the full credit card number unless there is a specific business purpose
• Store information in a secure area, preferably in a locked container marked "Confidential"
• Limit access to the secure storage area. Only employees or third parties that require access to the area should be allowed
• An employee with legitimate access should always accompany other employees or third parties needing access to the storage area

Disciplinary actions include fines,  penalties (both for the University and the individual) and loss of the privilege to accept credit cards.

Do your best to protect the cardholder data. Treat it as if it were your own. The ability to accept credit cards is a privilege, not a right.

Keep the policy handy, consult and follow it. Here are a few simple rules:

• Process cardholder data in a timely manner
• Properly destroy all cardholder data that will not be retained
• Retain or store only the necessary cardholder information
• Never retain or store the full credit card number
• Never collect the three-digit CVV code
• Do not send credit card information via email
• Do not collect customer PIN numbers
• Make sure access to the stored data is limited and the data is secured and protected

• Departments will submit an Ad Hoc Bank Transaction in Workday once the credit card terminal has been batched for the day and a batch settlement receipt has been produced. The Ad Hoc Bank Transaction job aid can be found on the Workday homepage under the Job Aid and Video Library icon, Finance tab. 
  • Job aid title: Ad Hoc Bank Transaction-Departmental Deposit
• Attach the batch receipt to the Ad Hoc Bank Transaction. Once the Ad Hoc Bank Transaction is submitted, Treasury will review and approve it.
• Deposits will not be approved without the required documentation. The department will be contacted for any discrepancies.