Systems and Procedures
A Division of The Corporate Controller's Office


Table of Contents:


The Credit Card Processing Merchant Request form should be used only to request a new merchant ID. To revise a current profile or request a new Terminal ID, use the Credit Card Processing Terminal Request form.

General Information:

University units that wish to accept credit cards as a form of payment must first collaborate with the Business Area Financial Officer and IT leader for the administrative area to determine if applying for an account is appropriate. In some cases, a unit may have a merchant account, but may have a need to set up a unique Terminal Identification (TID) under that merchant account for a particular unit. If agreement is reached that a merchant account and/or terminal is appropriate, the unit must apply by completing a Credit Card Processing Merchant Request or a Credit Card Processing Terminal Request. This application must be completed in full, with the required signatures obtained. The Business Area Financial Officer is responsible for forwarding the request to the Corporate Controller's Office for final approval and processing.

Units applying for a merchant account or terminal ID must have a clear business purpose for processing credit card transactions, and will need to identify annual expected dollar volume, transaction volume and expected means of receiving credit card information (in person, phone, fax, mail, web). Units are responsible for all setup, operations, and maintenance costs, including security and breach management. On the application form, the unit must indicate which credit card processing method will be used. Applications for merchant accounts may be denied if it is determined that another unit should be processing such payments, for example:

If an application for a new merchant account or terminal ID is approved, the Corporate Controller's Office will coordinate with the credit card process to establish a new merchant account (or terminal ID). The Corporate Controller's Office will notify the Business Area Financial Officer when the account is established.

If any changes are made in how credit card transactions are processed (i.e. move from POS terminals to AIS eCommerce Services), a revised Credit Card Processing Merchant Request or Credit Card Processing Terminal Request form must be submitted and approved.

Exhibit and Instructions:

To view document exhibits, click on link below:

No associated exhibits

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). See Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF Forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. An Adobe Creative Cloud (CC) account is also available to all Penn State students, faculty, and staff members, at no cost. Sign up for an Adobe Creative Cloud account at If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request or by calling the tech support line at 814-863-8592.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Credit Card Processing Merchant Request
Ultimate Distribution: Retention Periods:
Original Corporate Controller 3 years (central)

Where to Send Completed Forms:

Completed forms are to be sent to the Corporate Controller's Office for review.

Contact Information:

For questions, additional details, or to request changes to this form, contact your Business Area Financial Officer.

Cross References: