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

1. The University of TexasHealth Science Center at San AntonioCredit Card Merchant Procedures Presented by: Office of the Bursar

2. Credit Card Merchant Procedures The Credit Card contract is maintained by UT Systems and is bound by all UT Policies and guidelines, including Accounting Records Retention Data Security and Storage Web Security

3. Credit Card Merchant Procedures Donations Symposiums and Seminars Durable Goods Clinic and Lab Charges Continuing Education Class Tuition and Fees

4. Credit Card Merchant Procedures

5. Credit Card Merchant Procedures

6. Credit Card Merchant Procedures

7. Credit Card Merchant Procedures

8. Credit Card Merchant Procedures

9. Credit Card Merchant Procedures

10. Credit Card Merchant Procedures The 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

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

12. Credit Card Merchant Procedures

13. Credit Card Merchant Procedures The UT Servicer will conduct all training on credit card processing.

14. Credit Card Merchant Procedures Batch and Settle, daily. Complete Cash Receipt Deposit Voucher Hand carry to Cashier’s Window

15. Credit Card Merchant Procedures

16. Credit Card Merchant Procedures • Enter the account . The Account Codes can be found on the Office of Accounting’s 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.

17. Credit Card Merchant Procedures • 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 .

18. Credit Card Merchant Procedures 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.

19. Credit Card Merchant Procedures 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.

20. Credit Card Merchant Procedures 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.

21. 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

23. Credit Card Merchant Procedures Produced and presented by The Office of the Bursar