Credit Card Merchant Services and PCI Compliance

Managing, maintaining and making sure UW-Madison is in compliance when processing credit card transactions.


Including managing merchant accounts, using credit card machines and training on Payment Card Industry (PCI) compliance.

Requirements

There are specific requirements involved in credit card transactions, including establishing internal controls, that are detailed in 404 Credit Card Merchant Services and PCI Compliance Policy.

Merchant Accounts

A merchant account is a bank account that enables the holder to accept credit cards for payment. This is required to set up in order to accept credit card transactions.

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Open a merchant account

All revenue producing activities which receive payments via credit card must be approved by the Division of Business Services, Accounting Services Unit, Cash Management area.

This includes any third party vendors which process credit cards on behalf of the University and submit payment via ACH or paper check. All revenue must be deposited into a UW Madison bank account which posts to WISDM. Gift/donation merchant accounts are handled differently.

After opening a merchant account, the campus department will be assigned a specific Merchant ID (MID).

Open a Credit Card Merchant Account (pdf)

Maintain a merchant account

Credit card transactions are mostly handled through CashNet.  Merchant IDs can also be set up for transactions that don’t use CashNet, including situations where a credit card processing machine is used.

Set up or maintain a CashNet storefront

Reset a password

To reset a CashNet password, contact cashmgt@bussvc.wisc.edu or cashnet-help@bussvc.wisc.edu .

Please include the operator ID in the email message.

Close a merchant account

A merchant account can be closed:

  • By the merchant choosing to close the merchant account and contacting Cash Management at pci-help@bussvc.wisc.edu.
  • If there is no activity for twelve consecutive months.

It can also be closed if the department fails to comply with policy.

Consequences of failing to comply with policy

Failure to comply with policy can result in a department losing the privilege of accepting credit cards as a form payment.

  • If the department fails to comply with Payment Card Industry Data Security Standards requirements. This includes maintaining a site manager, completing the required annual training and/or submitting the Self-Assessment Questionnaire.

If the merchant and PCI-Compliance Team cannot agree on the interpretation of the PCI Standards, a third party PCI Qualified Security Assessor will be consulted for final interpretation.

Using Credit Card machines

Campus departments can make electronic payments for Face-to-Face/Counter, Mail order/Telephone, or Point of Sale (POS) with use of an Europay, MasterCard, Visa (EMV) Chip or Swipe machine.

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Order a new or update a credit card machine

Contact Cash Management for equipment types and pricing information. Standalone credit card machines will ship directly from Elavon to the department. The cost of the new credit card machine will be charged to the merchant ID.

When the equipment arrives, verify the machine has the correct address, merchant name, and Merchant ID on the machine when it is turned on.

Credit card machine training and getting started

Call Elavon training at 866-451-4007 to schedule a 20 minute training on how to use the credit card device and transaction settlement.

  • Terminal will not auto settle unless the machine isturned on.
  • Record the serial number and manufacturing information.
  • The merchant must make a new sticker to place on the terminal containing this information:
    • Equipment problems: Relationship Premier Services 800-725-1245 (Option 2)
    • Supplies such as thermal paper call Customer Service Center at 800-725-1243 (Option 3)
    • Elavon Training 866-451-4007
    • For POS systems contact PCI-Help@bussvc.wisc.edu

Training

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Payment Card Industry (PCI) Operator Training

Both the PCI Site Manager and Financial Officer are required to attend an initial PCI Training session. Subsequently, each year both the PCI Site Manager and the Financial Officer are required to complete annual online security awareness training. Finally, any employee or volunteer that handles a credit card on behalf of the University is required to complete PCI Operator training annually. The PCI Site Manager needs to annually track the completion of all PCI Operator trainings

Access PCI Operator Training

Payment Card Industry (PCI) Site Manager/Financial Officer Training

Subsequently, each year both the PCI Site Manager and the Financial Officer are required to complete annual online security awareness training. Finally, any employee or volunteer that handles a credit card on behalf of the University is required to complete PCI Operator training annually. The PCI Site Manager needs to annually track the completion of all PCI Operator trainings

Contact

Find accounting Services

Cash Management
21 N. Park Street
Suite 6201
Madison, WI 53715-1218

Call accounting services

Erika Pospichal
(608) 265-1462

Janet Hamm
(608) 265-2909