Electronic Transactions for your PTA organization June 26, 2013 North Fulton Council PTA ® everychild. onevoice. ®

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Presentation transcript:

Electronic Transactions for your PTA organization June 26, 2013 North Fulton Council PTA ® everychild. onevoice. ®

Should your PTA accept Credit Cards? The Positives:  Most people carry credit cards.  Mobility – smartphones & tablets have made it easier to accept credit cards.  More payment methods available to your parent base which can lead to increased membership, spirit wear, yearbook sales & donations. Things to consider:  You will need to establish appropriate policies & procedures.  You will have to secure physical resources (i.e. smartphones or tablet, wi-fi or data plan, service providers/card swipers).  You will need sufficient human resources (i.e. treasurer, volunteers to complete the credit cards procedures).

Your PTA’s Responsibilities  Must hire a 3 rd party processing company, who complies with Payment Card Industry Data Security Standards (PCI DSS) for online & swiped transactions.  Must establish policy/procedures such as:  Merchant transactions must be reconciled & signed by two individuals (i.e. cash verification form).  Merchant Service Fees are a separate budgetary line item.  All documents with credit card data must be stored in a secure area;  Don’t store PIN, CVV2/CVC2/CID numbers;  Never acquire or disclose any cardholder data without the cardholder’s consent;  Ensure volunteers taking credit card information are properly trained in your credit card policies & procedures  Keep proper documentation (i.e. signature of cardholders) for any possible disputes.

3 rd Party Processing Companies PayPal Non Profit Services  Can accept credit cards online or via a free card swiper.  All funds collected are placed in the same PayPal account.  PTA Treasurer must transfer the money on a regular basis from the PayPal account to the PTA checking account.  Cost: 2.2% +.30 per transaction for 501(c)(3) organizations. Square  Can accept credit cards via a free card swiper.  All funds collected are transferred directly into the PTA checking account.  Cost: 2.75% per swipe or a flat monthly fee of $275. Intuit GoPayment, Merchant on the Move, Mobile Merchant Pro & others

Best Practices Online Payments Procedures:  This account is for collection of funds only.  Establish a separate bank account to restrict internet access into the general checking account.  The non-signer reviewing the monthly bank statements also reviews the monthly statement for online payments. Credit Card Payments Procedures:  The 3 rd party processing company (merchant) must be certified compliant with PCI DSS.  Merchant statements must be clear, detailed and accessible.  Accept only swiped transactions, no hand written account numbers.  In your merchant contract, confirm only the PTA can confirm a refund & that the merchant will provide guidance on challenging a disputed payment.

Resources Georgia PTA Guidance ndProcedures.pdf National PTA Guidance df NFC PTA for this presentation Other Resources Financial%20Procedures%20for%20Accepting%20Electronic%20Paymen ts.pdf