DCCCD BUSINESS PROCEDURES MANUAL. Revision Log

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1 P a g e 9 Revision Log Sub-Section Revision Start Revision End Date Posted Summary of Changes /10/06 01/30/06 02/14/06 Added guideline that no credit card account numbers should be solicited or transmitted via fax or .

2 P a g e 10 CREDIT/DEBIT CARD TRANSACTIONS Credit cards or ATM cards may be accepted as payment for all types of transactions. Credit card account numbers can be accepted in person, over the web or via telephone for payment but must not be solicited or accepted via fax or . PROCESSING CREDIT/DEBIT CARD SALES SLIP A credit/debit card sales slip shall be completed for each transaction and processed through the point-of-sale (POS) system. (Specific instructions on the use of the POS system may be found in the Retail Merchant Operating Guide). A. The point-of-sale system will either approve or disapprove each transaction. If the transaction is approved, the point-of-sale terminal printer will print the following information on the sales slip: 1. College name and address 2. Credit/Debit card number and expiration date 3. Date, time, terminal number, and terminal sequence number 4. Transaction amount 5. Approval Code B. In addition to the printed information, the name and student identification number of the student should be written on the sales slip. If the transaction is with a non-student, a valid form of identification must be used to establish the non-student s identity. C. The credit/debit card sales slip shall be signed by the student or cardholder (if possible), and the appropriate copy of the sales slip should be given to the student or cardholder. Credit card account numbers must not be solicited or transmitted via fax or . REVERSING CREDIT CARD TRANSACTIONS A. A reversal of a credit card transaction may be processed through the point-of-sale system. This process may be used when a transaction has been entered and accepted by the POS system, and a cancellation of that transaction is desired. Reference the manufacturer's instructions on how to accomplish this.

3 P a g e 11 REVERSING CREDIT CARD TRANSACTIONS (Continued) 1. The required credit card information and the amount of the transaction being reversed should be recorded on a credit card void slip. 2. The credit card void slip prepared to record the "reversal" transaction should be attached to the credit card sales slip prepared to record the original charge transaction. B. If the POS system does not accept the reversal (due to the number of intervening transactions), process the reversal as a credit card refund. (Ref. Sections ). C. Refunds for transactions originally paid by debit cards must be refunded through the accounts payable system rather than through the POS terminal. PREPARING AND APPROVING THE REFUND CREDIT SLIP A. The refund to a credit card should be processed first on the online financial system by means of a cash receipt entry for a negative amount. This ensures that the amount due to the student is correct and does not change before the refund amount is processed on the POS equipment. A copy of the cash receipt should be given to the student, if present, along with the copy of the POS refund slip. B. Any approved campus office may prepare credit card refund slips; however, the college Business Office is responsible for final processing and/or verification of the credit card refunds. The following information should be indicated on the refund slip: 1. The student's (or non-student's) name 2. The amount of refund due 3. The initials of the preparer in the area marked "merchant signature" C. The college Director/Dean of Business Operations or designee must approve all credit card refunds. (If the Director/Dean of Business Operations actually prepares the credit slip, the college Business Officer or a designee should approve the credit card refund. (Most credit card refunds will have already been processed prior to obtaining Director/Dean of Business Operations or college Business Officer approval; however, a review of the credit slip and related refund documents should be made by one of these college officers.

4 P a g e 12 PROCESSING THE REFUND CREDIT SLIP A. The college Business Office will be responsible for processing and/or verifying all credit card refunds through the POS system as well as through the online financial system. B. After processing the transaction through the point-of-sale system, the terminal printer will print the following information on the refund slip: 1. College name and address 2. Credit card number and expiration date 3. Date, time, terminal number, and terminal sequence number 4. Transaction amount (refund amount) 5. Merchandise return approval code C. The appropriate copy of the refund slip may be given to the student (or non-student). Credit card account numbers must not be solicited or transmitted via fax or . ENTERING CREDIT CARD REFUND INFORMATION INTO THE FINANCIAL SYSTEM A. A cash receipt must be generated through the online financial system to account for all credit card refunds, although the cash account will be credited. Reference the appropriate technical manual for details. B. For all credit card refund transactions, the student receivable account will be debited and the appropriate credit card cash account credited. Debit: Student receivable Credit: Cash in Bank -MVC or -DSC or -AMX (The student receivable will have been credited during the drop process.)

5 P a g e 13 BALANCING CREDIT/DEBIT CARD TRANSACTIONS A. If credit card transactions have been processed on a point-of-sale terminal, that particular terminal must be balanced. A reading of those transactions must be taken at the end of the business day. B. The reading(s) will provide the number of transactions and the total dollar amount of the transactions occurring on that terminal since the last reading. 1. Each point-of-sale terminal reading shall be compared to the credit card payment methods on the Session Reconciliation Report and the credit card sales slips. 2. If the reading from the point-of-sale terminal differs from the total of the current business day's sales slips and the difference cannot be accounted for, the point-of-sale BuyPass Customer Service Center should be contacted. C. Cash receipt(s) to record each credit/debit card transaction for each terminal shall be prepared. Depending on the "type" of transactions recorded on each point-of-sale terminal, the cash receipt(s) shall be prepared as follows: 1. A charge transaction shall credit an accounts receivable account or appropriate nonaccounts receivable account and debit the appropriate cash account for the credit card type. (See the appropriate technical manual for details on appropriate entry codes.) 2. A refund transaction will debit the accounts receivable account or appropriate non-accounts receivable account and credit the appropriate account. This is accomplished by entering negative amounts. (See the appropriate technical manual for details on cash receipt preparation.) a. All negative cash receipts created for refunds must be accompanied by documentation verifying the amount of refund due and approval by a level of authority above that of the preparer. b. The refund amount will be netted against charges on system reports. 3. The total of all point-of-sale terminal settlement tapes should equal the daily total of credit card cash receipts on the online accounting system.

6 P a g e 14 PREPARING THE CREDIT CARD DEPOSIT FORM A. All credit/debit card transactions processed through the Point-Of-Sale System are automatically deposited to the District's depository bank. B. To facilitate the District Accounting Office bank reconciliation process, a credit card settlement form shall be prepared containing information for each deposit type-master Card, Visa, Discover and American Express. The information shall include: 1. The deposit number (see the current system technical manual). 2. The amount for each credit card payment type 4. The deposit date 5. Signature of preparer 6. Signature of verifier C. The settlement on the tapes from each credit card terminal and deposit amounts should match in total for each day's deposit. Both should match the total of the credit card charge and refund slips. D. All credit card deposits should be verified. Steps involved in the verification include the following: 1. All credit card refund slips should be reviewed to verify college Business Officer or Director/Dean of Business Operations or designee approval. 2. The subtotal of any credit/debit card charges, plus the subtotal of any credit card refunds on a terminal should equal the reading for that particular point-of-sale terminal. 3. If the totals do not agree, the college Director/Dean of Business Operations or the college Business Officer should be contacted. E. The completed credit card deposit form shall be forwarded to the District Accounting Office with a copy of the Settlement tapes plus the corresponding report attached.