1. Credit Card Training Updated 5-24-17
Viterbo University
Credit Card Training
Updated

2. Who should view this presentation
Credit Card Training
Who should view this presentation
Employees who collect credit card information
Employees who process credit cards
Employees who handle or store credit card information

3. Processing Procedures that apply to all card situation
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, Virtual Merchant, SABO or Blackbaud
Provide a receipt only when requested
All receipts must contain truncated numbers i.e. XXXX-XXXX-XXXX- 1234

4. Processing Procedures Page 2
Settle all batches daily
Report any suspected cards to your immediate supervisor
Never leave cardholder data laying around
Never accept CC information via
Store paper CC information in a secure location
Never store CC information electronically
If you have any questions on processing CC, contact your supervisor

5. Processing In-Person CC
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 upon request (not required for student payments)
Destroy forms within 180 days of processing

6. 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)
Use Phone order form
Destroy forms within 180 days of processing

7. Processing CC by Mail
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

8. Processing BO or Blackbaud Online CC
Reconcile and settle OPC and Blackbaud batches timely.
Do not maintain/store any reports with non-truncated CC numbers on them.
Only Business Office or Institutional Advancement may approve online collection of CC information
BO uses OPC/ACI
IA uses Blackbaud

9. Processing CC by Fax
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.

10. Fine Arts SABO System Fine Arts Only
Run daily reports as needed.
Reconcile daily purchases.
Do not maintain/store any reports with non-truncated CC numbers on them.

11. Collecting CC Information by Email or Instant Message
If you receive CC information via 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 after the cc is processed.

12. Offices that Collect CC information but do not process the CC
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