1. 2013 AUXILIARY FORUM INDIANA UNIVERSITY Ruth Harpool Director Treasury Operations Indiana University

2. Topics Credit Card Processing Reconciliation

3. Credit Card Processing Methods Over the Counter Point of Sale Terminals Dept pays for terminal. Treasury obtains from our Acquirer Cash registers (vendor software) Dept purchases, through IU Purchasing Must be reviewed and approved by IU PCI Ops committee before purchase Web site linked to a third party processor or payment gateway Must be reviewed and approved by IU PCI Ops Committee before purchase IU Pay Plus T2 Opera Etc

4. Wireless vs. Mobile What does it mean to take a payment with a Wireless device? What does it mean to take a payment with a mobile device?

5. Why do we have to Reconcile? Refer to Policy FIN-Tre-VI-110 http://policies.iu.edu/policies/categories/financial/treasurers- office/FIN-TRE-VI-110-accepting-electronic-payments.shtml Entities must accept only payment cards authorized by the Office of the Treasurer, Treasury Operations and agree to operate in accordance with the contract(s) the University holds with its Service Provider(s) and Card Brands.

6. Why do we have to Reconcile? Indiana University Payment Card Merchant Agreement http://treasurer.indiana.edu/ebusiness/doc/iu_pmtcard_merchant_agr eement.pdf 5.2 Reconciling It is the responsibility of the Merchant to reconcile the settlement amount in the general ledger (via the IUIE) to the credit card receipts and the Merchant Billing Statement provided by the Processor. Reconciling must be done on a daily basis.

7. 1 www.treasurer.indiana.edu E-Business 2 Payment Card Services Accounting for Transactions 3 Accounting for Fees See PDF: Accounting for Credit Card Transactions Where to find the tools you need…

8. THE DAILY RECONCILIATION PROCESS NOTE: The action steps shown in this flow chart map the process of what it means to reconcile daily. For audit purposes log daily results. Check for daily transaction activity on Resource Online System Finished with Daily Reconciliation Contact Treasury Use the Reconciliation Tools to determine why totals do not match*** Confirm daily credit card receipt totals match activity in Resource Online System Finished with Daily Reconciliation ***Reconciliation Tools IUIE Report-Credit Card Transaction Detail IUIE Report-IU Pay Plus transaction KFS General Ledger No Activity Transactions do not match Transactions match Issue(s) resolved Activity Issue(s) not resolved

9. Accounting for Credit Card Transactions See Hand Out ROL There are hot links in the document that will take you to wonderful places. Examples in document: Resource Online screen shots Terminal Transaction Detail Report Terminal Settlement Report IUIE Report-Credit Card Transaction Details FIS Screen shots (soon to be updated to KFS) IU Pay Plus IUIE reports More

10. Discussion or Questions about Reconciling?