1. Internal Payment Card Processing Procedures and Flow Diagrams
May 10, 2017
Dean of Students
 Internal Payment Card Processing Procedures and Flow Diagrams
An overview for processing credit card registrations with third party vendors Touchnet & Visual Zen regarding:
SOAR
SAFE VOYAGE
WOMEN’S CONFERENCES
FAMILY WEEKEND
FAMILY DAY / REUNION

2. 2016 DSO - E-com Application Processing
Dean of Students (DSO) overview to transact credit card orders and payments to register students for all DSO program events.   
The format in which the cardholder interfaces is through Visual Zen's online registration form. This is a third party vendor where all students login to a website to register for events.
Visual Zen processes registrations for credit card payments and provides report data including: students name, 800#, amount paid, date, Ref #, Order ID & payment type.
Touch-net is also a third party vendor- providing the payment gateway credit card piece including: amount/date, credit card last 4 digits, credit card type & expiry data.
Data from both vendors is downloaded and stored indefinitely to the (Dean of Student – Access Database S: directory storage.) allowing staff to reconcile & archive data. (note: no primary or full CC numbers are stored)
Only authorized Dean of Students staff members have access to the data. To date all data is archived and none has been destroyed.
Refer below to a high level diagram for the flow of the credit card process for Soar, Safe, Family Day, Family Weekend and Women’s Conferences program applications. 

3. SOAR Financial Transactions Payment Gateway Financial Transactions
URL of site that users go to for registration & making CC Payments:
SOAR
Financial Transactions
Payment Gateway
- Download to database – financial data
Transaction Amount / Date
CCard last 4 digits/type/Expire
No full PANS (primary account numbers) are stored
- Download to database (submitter’s info / # of Registrants / date / events / etc)
Assignments Table
SOAR Database
Financial Transactions
Payment
Gateway
Note: no full card data or full card #s are stored
Create Admin
Reports & Nametags
Reconciliation -Cashiers Report

4. SOAR Financial Transactions Payment Gateway Database Report
Assignments
.csv (direct feed)
Reconciliation Process
(Visual Zen - 3rd party vendor)
Registration transactions from VisualZen are fed to the SOAR Mysql database (Assignments.csv ) & verified with banner registrations
Payment Gateway
Payment Gateway
Reconciliation Process
DSO staff downloads CC Transactions via touchnet & creditline reports (Visa, MC etc)
Reconciles all Payments & submits Cashiers Reports
PaymentGateway.csv (Down Load)
Database
DSO staff Imports from S: FT.csv Financial Transactions Table.
In the Database DSO staff - Imports from S: Payment Gateway.csv
Processes any refunds
DSO staff runs & Submits Cashiers Reports
Produces Misc. Reports
SOAR Database
Financial Transactions Table
Cashiers
Report
Payment
Gateway
Table
Note: no full card data or full card #s are stored

5. Safe Voyage Financial Transactions Payment Gateway
URL of site that users go to for registration & making CC Payments: /
Safe Voyage
Financial Transactions
Payment Gateway
- Download to database – financial data
Transaction Amount/Date
CCard last 4 digits/type/Expire
No full PANS (primary account numbers) are stored
- Download to database (submitter’s info / # of Registrants / date / events / etc)
Safe Table
SAFE Database
Financial Transactions
Payment
Gateway
Note: no full card data or full card #s are stored
Create Admin
Reports & Nametags
Reconciliation -Cashiers Report

6. Safe Voyage Financial Transactions Payment Gateway Database Financial
.csv (Down Load)
MarketPlace.csv (Down Load)
Reconciliation Process
DSO staff Imports /selects registrations transactions
Downloads CSV file to S: Financial Transactions.csv
Payment Gateway
Payment Gateway
Reconciliation Process
DSO staff downloads CC Transactions via touchnet & creditline reports (Visa, MC etc)
Reconciles all Payments & submits Cashiers Reports
Payment Gateway.csv (Down Load)
Database
In the Database - DSO staff Imports Financial Transactions .csv to Table
DSO staff Imports PG.csv to Payment Gateway Table.
Processes any refunds
Runs & Submits Cashiers Reports
Produce Misc. Reports
SAFE Database
Financial Transactions Table
Cashiers Report
Payment Gateway
Table
Note: no full card data or full card #s are stored

7. Women’s Conferences Financial Transactions Payment Gateway
URL of site that users go to for registration & making CC Payments:
Women’s Conferences
Financial Transactions
Payment Gateway
- Download to database – financial data
Transaction Amount/Date
CCard last 4 digits/type/Expire
No full PANS (primary account numbers) are stored
- Download to database (submitter’s info / # of Registrants / date / events / etc)
Main Table
Women’s Database
Financial Transactions
Payment
Gateway
Note: no full card data or full card #s are stored
Create Admin
Reports & Nametags
Reconciliation -Cashiers Report

8. Women’s Conference Financial Transactions Payment Gateway Database
.csv (Down Load)
MarketPlace.csv (Down Load)
Reconciliation Process
DSO staff Imports selects registrations transactions
Downloads CSV file to S: Financial Transactions.csv
Payment Gateway
Payment Gateway
Reconciliation Process
DSO staff downloads CC Transactions via touchnet & creditline reports (Visa, MC etc)
Reconciles all Payments & submits Cashiers Reports
Payment Gateway.csv (Down Load)
Database
In the Database - DSO staff Imports Financial Transactions .csv to Table
DSO staff Imports PG.csv to Payment Gateway Table.
Processes any refunds
Runs & Submits Cashiers Reports
Produces Misc. Reports
WLeadership Database
Financial Transactions Table
Cashiers Report
Payment Gateway
Table
Note: no full card data or full card #s are stored

9. Family Week - End Financial Transactions Payment Gateway
URL of site that users go to for registration & making CC Payments:
Family Week - End
Financial Transactions
Payment Gateway
- Download to database – financial data
Transaction Amount/Date
CCard last 4 digits/type/Expire
No full PANS (primary account numbers) are stored
Download to database (submitter’s info / # of Registrants / date / events / etc)
Main Table
Family Week End Database
Financial Transactions
Payment
Gateway
Note: no full card data or full card #s are stored
Create Admin
Reports & Nametags
Reconciliation -Cashiers Report

10. Family Week-End Financial Transactions Payment Gateway Database
.csv (Down Load)
MarketPlace.csv (Down Load)
Reconciliation Process
DSO staff Imports selects registrations transactions
Downloads CSV file to S: Financial Transactions.csv
Payment Gateway
Payment Gateway
Reconciliation Process
DSO staff downloads CC Transactions via touchnet & creditline reports (Visa, MC etc)
Reconciles all Payments & submits Cashiers Reports
Payment Gateway.csv (Down Load)
Database
In the Database - DSO staff Imports Financial Transactions .csv to Table
DSO staff Imports PG.csv to Payment Gateway Table.
Processes any refunds
Runs & Submits Cashiers Reports
Produce Misc. Reports
Family Week-End Database
Financial Transactions Table
Cashiers Report
Payment Gateway
Table
Note: no full card data or full card #s are stored

11. Family Day / Reunion Financial Transactions Payment Gateway
URL of site that uses go to for registration & making CC Payments:
Family Day / Reunion
Financial Transactions
Payment Gateway
- Download to database – financial data
Transaction Amount/Date
CCard last 4 digits/type/Expire
No full PANS (primary account numbers) are stored
Download to database (submitter’s info / # of Registrants / date / events / etc)
Main Table
Family Reunion / Day Database
Financial Transactions
Payment
Gateway
Note: no full card data or full card #s are stored
Create Admin
Reports & Nametags
Reconciliation -Cashiers Report

12. Family Day / Reunion Financial Transactions Payment Gateway Database
.csv (Down Load)
MarketPlace.csv (DownLoad)
Reconciliation Process
DSO staff Imports selects registrations transactions
Downloads CSV file to S: Financial Transactions.csv
Payment Gateway
Payment Gateway
Reconciliation Process
DSO staff downloads CC Transactions via touchnet & creditline reports (Visa, MC etc)
Reconciles all Payments & submits Cashiers Reports
Payment Gateway.csv (DownLoad)
Database
In the Database - DSO staff Imports Financial Transactions.csv to Table
DSO staff Imports PG.csv to Payment Gateway Table.
Processes any refunds
Runs & Submits Cashiers Reports
Produce Misc. Reports
Family Day Database
Financial Transactions Table
Cashiers Report
Payment Gateway
Table
Note: no full card data or full card #s are stored