Credit Card Merchant Policy
The following policy is for use by departments using credit
card terminals or software in conducting official business for The
University of Texas Health Science Center at San Antonio.
For the purpose of this document, the term "merchant" refers
to individual departments approved to accept credit card payments under
the university Merchant Agreement.
It is the policy of The University of Texas Health Science
Center at San Antonio that only approved credit card merchants for the
university may accept payment for durable goods or services via credit
cards. The university will not be held liable for departments or
individuals who are not approved merchants, who accept credit card
payment without adhering to the Merchant Policy and Agreement.
It is the policy of The University of Texas Health Science
Center at San Antonio that all
university merchants strictly adhere to guidelines set forth by the
MasterCard Contract and Service Agreement signed by and maintained in
the Office of Finance at the University of Texas System.
Further, it is the policy of The University of Texas Health
Science Center at San Antonio that all university merchants coordinate
all matters concerning their participation in the above contract
through the Office of the Bursar.
Standard MasterCard contract policies may be read in the card
acceptance guide sent to each merchant along with the
hardware/software. The following guidelines are excerpts from both the
Card Acceptance Guide and the MasterCard Service Agreement on file with
the UT System:
- Merchant Fraud
Depositing transactions belonging to another merchant is a violation of
the Merchant Agreement.
Merchants who deposit another merchant's transactions are ultimately
legally responsible for any problems resulting from the deposit.
Therefore, departments may not use any credit card terminal other than
the one designated for and assigned with the merchant identification
number for their department.
- Charge Restrictions
MasterCard/Visa regulations prohibit assigning a minimum or maximum
purchase amount, or adding a surcharge to credit card transactions.
- Protecting Cardholder Privacy
New MasterCard/Visa regulations prohibit listing the cardholder's
personal information on the credit card draft/ticket. Such information
includes, but is not limited to, phone number, driver's license or
Social Security number.
- Completing Mail and Phone Orders
University merchants cannot accept mail or phone order drafts unless
the server (NDC/Globalpay) has agreed to process these and such
provision is contained in the Merchant Agreement.
Such provision has not been agreed upon and therefore
university merchants are required to obtain the cardholder's signature
for every transaction processed. There will be no exceptions to this
policy.
- Merchant Deposits
Transactions will be audited and transmitted daily to the server
(NDC/GlobalPay).
Deposits will be delivered to the Office of the Bursar within
two business days of the transaction.
- Records Retention
Original sales drafts and all supporting documentation will be retained
for three years. Likewise, federal law requires copies or microfilm of
all sales drafts and supporting documentation be retained for three
years.
- Chargebacks
A chargeback is a reversal of a previous sale transaction. A rebuttal
is a merchant's written reply to a chargeback. Rebuttals must be
completed within the number of days indicated on the chargeback
notification. Retention of records remains as for sales drafts and
supporting documentation.
- PCI/DSS
Under the Terms of Agreement held with MasterCard/Visa and GlobalPay,
the university will comply with the Payment Card Industry Data Security
Standard or PCI/DSS.
UT System has created a FAQ for all UT Credit Card Merchants
and may be
downloaded here . Please note, the term "per year", in the FAQ, refers to a
calendar year not
a fiscal year.
UT System recommends that those merchants falling into the
level 4 category annually complete and maintain the Self
Assessment
Questionnaire.