How to Get Setup for Point of Sale (POS) Credit Card Transactions

Purpose

The purpose of this procedure is to insure that any department wanting to accept credit card as a method of payment for POS transactions knows the process for getting set up. This procedure covers the steps required for a department to have the capability to accept credit cards for WVU or WVU Research Corporation POS transactions. POS credit card transactions are defined as those credit card sales that transpire directly with the department (e.g. over the counter sales, mail, phone). WVU Research & Tax Accounting/Cash Management acts as the liaison between the departments and the bank/State Treasurer's Office (STO) in this process.

Trigger

Desire to accept POS Credit Card transactions.

Prerequisites

• State contracts related to credit cards.

Menu Path

• This is a non-MAP procedure.

Helpful Hints

If you need assistance, please contact the WVU Help Desk

• 304-293-4444

• oithelp@mail.wvu.edu

•

Procedure

1. Department - Contact WVU Research & Tax Accounting/Cash Management to express interest in accepting credit cards as a method of payment for State revenue and/or WVU Research Corporation revenue.

2. Cash Management - Review with the department the procedures and costs related to accepting credit card payments.

2.1 Procedures: Credit card payments must be recorded on a separate Miscellaneous Receipt.

2.2 Costs: One-time set up costs for equipment (terminal and receipt printer) and phone line. Note if department accepts credit card payment for both State and WVU Research Corporation, then separate equipment and merchant numbers will be needed for each.

2.3 Costs: Monthly surcharge for each credit card payment transaction.

3. Cash Management - If department decides to pursue credit cards as a method of payment, then contact State Treasury (for State revenue) or bank (for WVU Research Corporation revenue) and approves department to accept credit card transactions.

4. State Treasury/Bank - Contact department. Provide costs. Order equipment and supplies and establishes merchant number(s) for department. If applicable, order T-O's.

5. State Treasury/Bank - Provide Cash Management with department's merchant number(s).

6. Cash Management/Bank - Update spreadsheet listing departments who accept credit cards for POS credit card transactions.

7. You have completed this task.

Result

You are setup for POS Credit Card processing.

Comments

None.