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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.
    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.