Processing Best Practices

1. Never accept payment card transactions through mail, email or by fax. If your department has no other means, immediately contact Credit Card Operations.
2. If accepting a payment card transaction over the phone, process while customer is on the phone. Never write down cardholder information to process later.
3. If accepting a payment card transaction over the phone, never repeat back to the customer the payment card number, or other cardholder information.
4. Never retain paper or electronic data that contains the customer's payment card number. Storage of cardholder data is NOT permitted at the University of Arkansas.
5. All employees processing credit card payments, reconciling department credit card revenue, and those who supervise these operations MUST maintain a copy of all university credit card policies and departmental credit card policies at their workstations. Annual training is required to retain job duties involved with handling credit card payments.
6. Separation of Duties should be clearly mandated. No single individual should be processing payments, creating refunds and reconciling credit card revenue.