Budget and Finance Policy and Procedure Office
A Division of The Office of Budget and Finance
A Division of The Office of Budget and Finance
NOTE: Google Chrome MUST be used to access the GURU website and for completing and/or downloading fill-and-print forms. Firefox, Internet Explorer, and/or Microsoft Edge browsers DO NOT support all features required for PDF fill-and-print form functionality. Substitutes for an approved official University form (creating using a different browser or scanned copies) will be returned with the request to use the Chrome version of the form.
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.
University units that wish to accept credit cards as a form of payment must first collaborate with the Merchant Management Office, a division of the Treasury Shared-Services team 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 Strategic Finance Partner (SFP) team is responsible for submitting the fully approved form to Merchant Management for implementation.
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, Treasury - Merchant Management staff will coordinate with the credit card processor to establish a new merchant account (or terminal ID). Treasury - Merchant Management staff will notify the business area SFP team 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.
There are no exhibits associated with this business process.
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 Budget and Finance Policy and Procedure Office (designated representative of the Associate Vice President for Budget and Finance). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected. See Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website for complete details.
| Document: | Ultimate Distribution: | Retention Periods: | Disposition Method: |
|---|---|---|---|
| Original | Treasury - Merchant Management Shared-Services team | End of fiscal year +3 years | Paper documents = Secure Bin disposal or shredded beyond recovery Electronic document and data = delete from computer and empty computer recycle bin |
Completed forms are to be sent to Treasury - Merchant Management.
For questions or additional details, contact Merchant Management.
To request changes to this form, please contact the Budget and Finance Policy and Procedure Office by submitting a GURU Technical Support Request form.