Procedure guide. For a smoother operation

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1 Procedure guide For a smoother operation

2 Welcome to Barclaycard Global Payment Acceptance About this document This procedure guide along with the Terms and Conditions and Additional Service Conditions you subscribed to gives you the information you need for your business to accept payments. This guide contains some critical information about the risks associated with accepting payments, and gives details of the steps that you should follow to help raise your awareness of risks and reduce as far as possible, your exposure to these risks. Barclaycard Merchant number For ease when you contact Barclaycard, please have your merchant number ready. You can keep a record of it here: This forms part of your agreement with us and will allow you and your business to accept payments. For your own benefit and protection, we recommend that you read this document carefully. Please make sure you keep this guide in a safe place, where your employees who use it have easy access to it, but out of reach of your customers and anyone else. 2

3 Changes to your business To make sure that you are receiving the services that are most appropriate for your business, please let us know if any of the following changes take place (you can contact our Customer Services team on ): The type of business you have been carrying out since you signed the original merchant agreement changes, including changes to the goods or services you provide If you start to use other channels If you change the name of your business If you sell your business or change its legal entity If there is a significant change in shareholding If you stop trading If your business enters any form of insolvency procedure You will also need to tell us if you change your: Business address Correspondence address Contact details Phone number We must have up-to-date records on you and your business so we can contact you if needed. Protecting you and your business Being aware of bogus and phishing s We will never you asking for transaction or card details. If you receive an claiming to be from us and asking for details of your transactions, please do not respond to the (known as a phishing ). Instead, please do the following: Open a new and attach the phishing . Do not forward it as this will lose potentially important information we need to trace the message Send your with the attachment to: To report any of these instances contact: Transaction laundering and third-party processing If you are approached with a proposal to buy card transactions or process another business transaction through your facility, please contact us on This is called laundering and breaks the terms of your agreement. 3

4 Contents Payment acceptance Card present Card not present Accepting Card Present transactions Barclaycard processing equipment 7 Using your own processing equipment or one supplied by another company 7 Plastic card designs 8 Accepting cards best practice 9 Accepting card payments Accepting cards with a chip 9 Accepting non-chip cards 9 Accepting contactless payments 10 Contactless payments using other technology and items 10 High-value payment (HVP) 10 Transactions entered using the keys 10 Verifying card payments Verifying cardholders using chip and PIN 11 Verifying cardholders by signature 11 Authorisations 11 Voice authorisation 11 Code-10 calls for card-present transactions 12 Referrals for card-present transactions 12 Split Sales 12 Exchanges 13 Processing a fall-back paper voucher 14 Failure of the chip to read or swipe 16 Banking procedures and other services Sales and refund vouchers 17 Completing your merchant voucher summary (MVS) 17 Posting vouchers 18 Preventing and detecting fraudulent card-present transactions 18 Returning wanted or recovered cards 18 Reward scheme 19 Other services Dynamic currency conversion (DCC) 19 Accepting Card Not Present (CNP) transactions e-commerce, mail and telephone order 19 Authorising Card Not Present transactions 20 Shipping goods and providing services 20 Recurring transactions 20 Accepting payments over the internet (e-commerce) 20 Website information 20 Transaction receipts 21 Using an accredited payment service provider (PSP) to accept e-commerce payments 22 Accepting payments over the internet using your own software 22 Using our payment gateway for accepting payments 22 Requirements for merchants not using the Hosted Payment Page (HPP) Security of card data 23 4

5 Accepting Mail Order and Telephone Order (MOTO) payments 23 Taking telephone orders 23 Preventing and detecting fraudulent card-not-present transactions 23 Tools for monitoring fraud Card Security Code (CSC) and Address Verification Service (CSC/AVS) 24 Internet authentication (3-D Secure) Fraud-screening 24 Further advice for internet transactions 24 Refunds 25 Other services Dynamic currency conversion for e-commerce transactions 25 Chargeback and retrieval requests What is a retrieval request? 26 Responding to retrieval requests and chargeback letters 27 Faxlink service 27 To help reduce the risk of chargebacks 27 Timescales for chargebacks 28 Payment security 29 What is PCI DSS? 29 What information must be securely stored? 29 What information must not be securely stored at any time? 29 What you must do to keep to PCI DSS 30 Demonstrating that you are keeping to the PCI DSS 31 Card-scheme-approved qualified security assessor 32 Approved scan vendors 32 Further action you may need to take 32 Data compromises 32 The results of a data compromise 33 Other organisations that store, transmit or process your cardholder data 33 If you fail to keep to PCI DSS 33 Protecting cardholder information 34 Storing your records 34 Understanding your statement What will the statement look like 35 Transaction payment advice 35 Periodic statement 35 Advice on the details of the service charge 35 If you have a question about a merchant invoice and statement you have received 35 Exceptional procedures Can I pass charges to my customer? 36 Minimum charging 36 Internet authentication Authenticating cardholders successfully 37 How do I use the internet authentication service? 37 Types of authentication 37 Full authentication 37 Attempted authentication 37 Passive authentication 38 The main benefit of authentication transferring liability 39 Levels of protection 39 Displaying the Verified by Visa and SecureCode logos 39 Using our 3-D Secure solution Your responsibilities 39 Our responsibilities 40 Message values 40 5

6 Direct to card schemes 40 Your responsibilities 40 Our responsibilities 41 Transaction records 41 Card issuer pop up or in-line window 41 Your authentication merchant information 41 Message values 42 BIN cache 42 Keeping to the card scheme 42 If authentication fails 43 If authentication fails for Visa transactions 43 If authentication fails for MasterCard and Maestro transactions 43 Mistake during authentication for Visa transactions 43 Error during authentication for MasterCard and Maestro transactions 43 Passing authentication values 44 Error conditions 44 Scheme directory server unavailable 44 Hosted authentication service not available 44 Cardholder browser suppresses pop-up window 45 Own authentication software not available 45 Chargeback reason codes included 45 Sector-specific trading Vehicle rental companies Best practice for reducing chargebacks 46 Tips on taking reservations over the phone 46 Taking reservations by fax or mail 46 Taking reservations over the internet 47 Extra tips for checking genuine customers 47 Your cancellation policy 47 No-show 47 Collecting the vehicle 47 Pre-authorisation 47 Accidents involving the vehicle 48 Procedures for dealing with delayed charges 49 Accepting split sales 49 Your refund policy 49 Extended hire 49 Disputed transactions 50 Extra rules for the Visa vehicle-rental reservation service 50 Lodging and accommodation Best practice for reducing chargebacks 52 Taking advance reservations 52 Tips on taking telephone reservations 52 Taking reservations by fax or mail 53 Taking a reservation over the internet 53 Extra tips for checking genuine customers 54 Taking advance lodging deposits 54 Your cancellation policy 54 Guests arrivals and check-in 54 Pre-authorisation departures and check-out 54 Express and priority check-out service 55 Extended stays 55 Disputed transactions 55 Replying to requests for information and notice of chargebacks 55 No show 56 No-show charges 56 Express and priority check-out charges 56 Other charges 56 Contact numbers 57 Glossary and terminology 58 6

7 Payment acceptance We can help you to accept payments from your customers in a number of environments using various payment methods. There are two main environments where payments can be accepted. Card Present (CP) When the cardholder is in front of you and has their card with them at the time of the transaction and you take the payment either by reading the chip, by swiping the card through the processing equipment, or by using contactless technology. Card Not Present (CNP) When the cardholder and card are not with you at the time of the transaction. A Card Not Present transaction can take place: Over the internet (e-commerce) By mail order or by telephone order (MOTO) As a recurring transaction, where the cardholder gives you authority to charge a fixed or varying amount at intervals agreed between you and the cardholder (you would take the agreed amounts from the cardholder s card for subscriptions, membership renewals and regular premiums Using tokenisation, where a cardholder has agreed that you may take extra payments from their card at a later date without them having to give you their card details each time The transaction types you can accept are shown in your agreement with us. You must make sure that you tell us if you want to process any other types of transaction. Accepting Card Present transactions You can accept card payments using processing equipment that we have either supplied (referred to as Barclaycard processing equipment ) or by using an approved processing equipment of your own or one supplied by another company. You must make sure that your processing equipment can take both chipand-pin and magnetic-stripe payments. If you are using your own processing equipment you must make sure that you regularly carry out asset management. Asset management involves recording all stock and serial numbers for each processing equipment you have, the location and basic electronic and physical identification used to authenticate each processing equipment. Your processing equipment must keep to the PCI DSS standard. Barclaycard processing equipment If you are using Barclaycard processing equipment, please make sure you and your staff read the PDQ Terminal Operating Guide, see the terminal section of our website at: along with this guide before you start using the device. Please see the Terminal User Guide for important safety information about the equipment and its use, and for relevant information on keeping to our conditions. It is important that you look after your processing equipment and make sure you keep all liquids away from the device. If damage to your device results in it not working, it may need to be repaired before you can accept transactions. If you damage your processing equipment, we may charge you to replace it. Using your own processing equipment or one supplied by another company If you are using your own processing equipment or one supplied by another company, we will need to test and approve it before you use the equipment for live transactions. You must tell us who your supplier is. You can contact our Customer Services team on You are responsible for making sure your supplier keeps to the Payment Card Industry Data Security Standard (PCI DSS) and for making sure the equipment meets industry security standards. If the supplier fails to meet these standards, it will mean you are not keeping to some of these regulations and the card schemes may charge you penalties as a result. 7

8 Plastic card designs There are many different designs for credit and debit cards. You should become familiar with the basic features (such as the card number, chip and so on) on most cards issued by banks and financial institutions. If you do not follow the basic checks, you may be accepting a fraudulent card, which may lead to unavoidable chargebacks. Most processing equipment allow the cardholder to insert their card into the device themselves. However, if you have processing equipment that allows you to handle the card, there are some visual checks which you can carry out before accepting the payment. Visa Cardholder number 16-digit account number with first 4 digits printed below Visa symbol or logo Magnetic stripe Can be a traditional stripe or a hologram (one or a number of flying doves) Chip Embedded microchip Hologram Flying dove (optional on Visa Electron cards) CVV2 Can also be on signature strip Card type identification Electronic use only may appear on electronic cards Cardholder s name Can be embossed or not. VPay cards are printed Card valid from and to dates Can be embossed or not. VPay cards are printed V or UV element Contactless acceptance Hologram Plain silver or gold background, the dove flies and changes colour when the card is tilted. Can appear on the front of Electron cards Last four digits of the card number May not appear on Visa electron cards issued outside UK Signature strip Visa repeated. Some international cards will have a message on the strip and will not be signed. Ask for ID such as a driving licence or passport or make a code 10 call. Strip can be shortened MasterCard Chip Embedded microchip Cardholder s number 16-digit account number starting with 5 (embossed or not) with first 4 digits printed below MasterCard symbol Hologram MasterCard Globe, which changes colour, must appear unless the hologram or halomag stripe appears on the back of the card Magnetic stripe or halomag stripe Maestro cards can carry cheque guarantee details or branding for an ATM network. This can be on the front or back of the card. Maestro cards can also hold a photograph of the cardholder and a signature on the front of the card Symbol/Logo The symbol is linked circles in red and orange with MasterCard printed in the middle of them CVV2 Can also be on signature strip Cardholder s name Can be embossed or not Card valid from and to dates Can be embossed or not Hologram Can be debit or global hologram Signature strip MasterCard repeated. The card must be signed. Some international cards will have a message on the strip and will not be signed. Ask for ID such as a driving licence or passport or make a code 10 call JCB Cardholder number An embossed 15 or 16-digit account number with first 4 digits printed above or below Magnetic stripe Can be a traditional stripe Chip Embedded microchip Card valid from and to to dates Hologram Sun, moon and JCB characters move when card is tilted Symbol or logo 3-digit card security code Cardholder s name Always embossed Signature strip The card must be signed 8

9 Accepting cards best practice Make sure that the card is valid and in date Rub your thumb over the signature strip (it should be smooth and level with the surface of the card) and also check that no part of the card has been damaged or tampered with If you ask the cardholder to sign the transaction receipt, check that their signature matches that shown on the back of the card Check that the last four digits of the cardholder number printed on the receipt match the last four digits of the embossed account number on the front of the card. If they do not, you must ring for an authorisation and say, I have a card number mismatch. If you cannot speak freely, just say, I have a code-10 call. (Please see the code-10 calls for card-present transactions section of this guide on page 12) Check that the spelling of the signature (if you can read it) corresponds with that of the name embossed or printed on the card Check the hologram moves as you tilt the card back and forth. Counterfeit cards use poor reproductions so it can be easy to identify a fake with a quick glance You must make sure you can accept chip-and-pin and magnetic-stripe cards. Accepting card payments Accepting cards with a chip In the UK, cards are issued with a microchip (chip). However, cards issued outside the UK may have embedded chips but they may require different methods of cardholder verification, for example signature. Chip and PIN is currently one of the most secure methods of card payment available. Your processing equipment must be chip enabled and you must accept transactions using chip and PIN technology where possible to avoid a higher risk of being liable for fraudulent transactions. The card should be inserted into the chip card reader (see the Verifying card payments section on page 11). If the processing equipment cannot read the chip, you are allowed one level of fall-back and you may process the transaction by swiping the magnetic stripe through your device (see the section on accepting non-chip cards and using a non-chip-enabled terminal). You need to make sure that you get authorisation at the time of processing the transaction. Authorisation confirms that the account has enough funds for the transaction and that the card has not been reported lost or stolen at the time of the transaction. It is not a guarantee of payment. If the genuine cardholder disputes the transaction, you may be liable for the resulting chargeback if you cannot provide a defence. Accepting non-chip cards Your processing equipment should have online access and read non-chip-enabled cards. If you are presented with a non-chip-enabled card, swipe the card through the processing equipment using the magnetic-stripe reader. You must get an online authorisation. If the processing equipment cannot read the magnetic stripe (and the card does not have a chip), ask the customer for another form of payment. If they do not have another form of payment, you may process the transaction as a transaction entered using the keys. However, this will increase the risk of processing a fraudulent transaction and receiving a chargeback claim (see the section Transactions entered using the keys on page 10 of this guide). 9

10 Accepting contactless payments A contactless transaction is a transaction that is processed using near field communications (NFC) technology, where the payment instructions are shared securely between a contactless card or other item and processing equipment which has contactless technology enabled. The contactless reader can be a separate reader or part of your processing equipment. A contactless transaction takes place when the cardholder places the card, item or device over a secure reader. They do not need to enter their PIN unless it is for a high-value payment (HVP). You can identify a contactless card as it will display the following symbol: There is a limit for an individual contactless-card transaction. You can find the current limit at: On Barclaycard processing equipment you can also carry out a contactless refund up to the value of the current limit. If the transaction cannot be completed using contactless technology, carry out a chip-and-pin transaction. Or, if the card was issued outside the UK and does not have a chip, carry out a magneticstripe transaction. Occasionally the processing equipment may tell you to change a contactless transaction to a chip-and-pin transaction. This is a security measure aimed at making sure that the person with the card is authorised to use it. Cardholder copies of receipts are optional. We have configured our processing equipment to only print a merchant receipt after a contactless transaction. For information on how to print a cardholder receipt, please see your Terminal Operating Guide. Contactless payments using other technology and items (payment form factors) Contactless technology can be embedded into other technology and items such as watches, wristbands, mobile phones and key fobs. For these types of transactions, the processing equipment will go online to check that funds are available. The processing equipment will not ask for a PIN as it does not need to check this. If the transaction fails, the cardholder should use either the associated card or another method of payment. High-value payment (HVP) We can configure point-of-sale devices to support HVP contactless transactions. HVP transactions are most likely to be made using a mobile phone to carry out the transaction and they need some method to confirm the cardholder is genuine, such as a PIN, to complete the transaction. Transactions entered using the keys If the card presented for payment has a magnetic stripe and fails to swipe through your processing equipment, you can enter the transaction into the device using the keys while the customer is with you. Please make sure you follow the procedure shown in the card chip-read/ swipe failure section in this guide. Make sure that your processing equipment goes online to get authorisation for the transaction. If a transaction fails to swipe, you should call for an authorisation on If you are suspicious about the transaction, quote code 10 as an anti-fraud measure. If you have a record of an approved code-10 authorisation, this will protect you from chargebacks. See the Voice authorisation section of this guide for more information. 10

11 Please remember You cannot enter transactions using the keys for Maestro, Visa Electron, V Pay and unembossed cards. If chip and PIN or swipe (or both) fail for these types of card, you should ask the cardholder for another method of payment. To prove you saw the card at the time of the transaction, take an imprint of the card using your manual imprinter. This will help you provide a defence if the card issuer raises a chargeback claim against you. 1. Fill in the voucher details in full and get the cardholder s signature on the paper voucher. 2. Enter the card details into the electronic processing equipment using the keys. You will automatically be credited for transactions entered using the keys on your processing equipment, so you do not need to send the paper voucher for processing. But make sure you keep the paper vouchers for 13 months along with the processing equipment receipts so you can produce them as proof that you saw the card when the transaction was carried out, in case you need to. If you cannot provide an imprinted voucher for these transactions at a later date, it could mean we will charge the transaction back to your business. Verifying card payments Verifying cardholders using chip and PIN When a card with a chip is inserted into the chipcard reader, the processing equipment will ask the cardholder to enter their PIN (personal identification number) to confirm the transaction. The processing equipment will ask for authorisation for all chip-and-pin transactions. If authorisation is declined, do not go ahead with the transaction as we will not be able to defend you if the transaction is charged back at a later date. Ask the customer for another method of payment. Do not swipe the card or enter the details using the keys on the device. If your point of sale equipment is not able to read the chip, you should complete the transaction as a magnetic stripe transaction and confirm it using the customer s signature. Verifying cardholders by signature There may be instances where you cannot check the identity of the cardholder using their PIN and so you may need a signature to confirm their identity. Authorisations For card-present transactions, you must get an authorisation at the time of the transaction, either as a pre-authorisation for the expected value of a transaction (such as a hotel or car-hire bill) or as authorisation of the actual amount. For more information on how to complete a pre-authorisation, see your Terminal User Guide. Authorisations are either done online through your processing equipment or you can phone for an authorisation on You do not need authorisation for offline devices if the transaction value is below the agreed floor limit. For transactions that are over the floor limit, the processing equipment will try to get online authorisation and may instruct you to get authorisation by phone. Voice authorisation When you process a card payment electronically, in most instances your processing equipment will automatically communicate with the card issuer for an authorisation. However, your processing equipment may instruct you to call our authorisation service or you may choose to call the authorisation service without having received an instruction. A voice authorisation asks for confirmation that the cardholder has enough funds available on their account and checks the card has not been reported lost or stolen at the time of the transaction. You may need to get a voice authorisation for one or more of the following reasons: If the sale is more than your floor limit If you are suspicious in any way about the card or cardholder (see Code-10 calls for card-present transactions for details) If your processing equipment instructs you to If you have to use fall-back vouchers due to a fault with your processing equipment A voice authorisation does not confirm the cardholder s identity or guarantee payment. If you need to change the amount of the transaction after the authorisation, cancel the original transaction and get a new authorisation for the new amount. This will make sure the correct amount is taken out of the cardholder s account. For more information on our voice authorisations, please see our website: existing-customers/voice-authorisations 11

12 Code-10 calls for Card Present transactions If you or your staff are in any way suspicious about a card, the person making the payment or the circumstances surrounding a transaction, you must call for an authorisation on This may mean you can then defend any fraudulent transaction from being charged back to your business: You will be asked for your merchant number and then for the type of transaction If you are suspicious and cannot speak freely and want to avoid a confrontation, you will be given the option to say, This is a code-10 call or press 9 You will be asked for the card number, followed by the expiry date and the issue number (if this applies) and will be given options to choose from depending on the type of call you are making After this, you will be connected to an operator who will ask a series of questions which you should answer with a yes or no Remember to keep the card and the goods out of reach of the customer If you have any surveillance equipment, switch it on If the operator asks you to keep the card, tell the customer politely. Code 10 is only available for Card Present transactions where we may ask to speak to the cardholder. It is not available for transactions where the cardholder is not present, such as mail, telephone and e-commerce transactions. In card-not-present circumstances, we cannot guarantee that the person carrying out the transaction is the genuine cardholder. Referrals for Card Present transactions Occasionally, when processing transactions, the company which issued the card may ask for a referral and the processing equipment will instruct you to call for an authorisation. A referral may happen when the card issuer asks us to contact them before releasing a decision. Our aim is to process the referral in a quick and efficient way to reduce the time spent processing the transaction. On most occasions we will ask you to put the cardholder on the phone. Simply follow our customer service advisor s instructions, and once we have spoken to the person who has given you the card and the card issuer, we will give you a decision. Split sales Sometimes, a cardholder will ask to split the payment for something between several cards, or between a card and cash or a cheque. It is important that you follow the instructions below to make sure you understand when you can and when you cannot split a transaction as instructions vary depending on each possible scenario. 1. If several cardholders ask you to split a transaction amount into smaller amounts so that they all pay part of a bill, this is allowed. For example, in a group booking in a restaurant, each person will ask to pay either their own bill or part of the total bill. You are allowed to split the total bill between each cardholder. To prevent future disputes, always make sure each cardholder agrees the amount they will pay by making sure that you process separate transactions for each card. Each transaction must be verified by the cardholder s PIN or signature as prompted by your processing equipment. Please make sure each cardholder receives a copy of the transaction receipt which applies to the agreed amount. This may or may not include a gratuity (tip) as agreed by the cardholder. 2. If one cardholder asks you to split a transaction amount across more than one card (possibly issued by different card issuers), you may go ahead as follows: Only go ahead with the transaction if you are not suspicious of the transaction or person with the card Make sure each card is issued in the same cardholder name (if the name appears on each card) Follow the normal card-acceptance procedures as shown in this guide 12

13 Split sales may usually take place when accepting largevalue transactions where the cardholder may not have enough credit available on one card. The cardholder may ask to pay part of the total amount by cash or cheque. Make sure any cheque payment is also issued in the cardholder s name. We recommend you only allow a cardholder to split a transaction over more than one card if: The cardholder has their card with them in front of you (we strongly recommend you do not split a sale on several cards for any telephone, mail-order or e-commerce transaction as you cannot confirm that your customer is the genuine cardholder and so you may be at risk of chargeback claims if the transaction is fraudulent) Each transaction is authorised (no matter what floor limit you may operate) The cardholder clearly agrees to how much is charged to each card and is given transaction receipts 3. If authorisation is refused on a transaction, do not split the transaction into smaller amounts in an attempt to get authorisation as this may result in chargeback claims against you. If you try to split a sale, any transaction may be charged back. We will not be able to defend you from these chargebacks. Exchanges You do not need to carry out any other procedure if a cardholder exchanges a purchase for goods of the same value If the value of the new purchase is less than that of the original, you will need to make a refund transaction for the difference of the cost. You should process refunds on the same card as the original sale. If the original card has been lost or stolen, the refund can be applied to the new account or card. For any other type of card closure (for example, the cardholder has closed their account), you must refund the card number used in the original transaction If the value of the new purchase is more than the original, carry out a sale for the difference in cost. You will need to get authorisation even if the amount is below your floor limit. Please remember, you cannot make refunds using cash or cheque 13

14 Processing a fall-back paper voucher If you are using Barclaycard processing equipment, we will give you a manual imprinter in case your processing equipment fails. Please make sure that your imprinter and paper vouchers are to hand and you get a telephone authorisation for each transaction. You should only use the fall-back paper vouchers in exceptional circumstances, for example, if your processing equipment is out of use because: Your phone line is faulty The device itself is faulty You cannot process Maestro, Visa Electron, VPay and unembossed cards using paper vouchers. You can only process these cards electronically. Please remember authorisation from the card issuer is not a guarantee of payment nor does it confirm that the person who presents the card is the genuine cardholder. The card issuer can charge the card payment back to you even if it has been authorised and particularly if you did not follow the correct procedures. If you rent Barclaycard processing equipment, you must report all faults to our Customer Services Department on Carry out all normal checks of the card. Please see the Plastic card designs section of this guide on page Place the card face up on the imprinter. 3. Place the sales voucher, face up, over the card and operate the imprinter. 4. Remove the sales voucher and card from the imprinter. 5. Using a ballpoint pen write the following details clearly: The date The amount of each item The transaction total (you must not split a sale split sales are at your own risk and could be charged back) Details of what was bought. Please do not just write Goods as this is not acceptable 6. If the customer is using a purchasing card, they may need a customer reference number to be recorded in the relevant boxes on the sales voucher. 7. If you are selling fuel, use the For Merchant Use Only boxes on the sales voucher to record the vehicle registration number. 8. Ask the cardholder to sign the sales voucher in the box shown. Hold the card and watch while the voucher is being signed. 9. Check that the signature on the sales voucher matches the signature on the back of the card. 10. Check that the spelling of the signature (if you can read it) matches that of the name embossed on the card and check that the card is in date. If a title is shown on the card, make sure it matches the sex of the person giving you the card. 11. Check the signature strip to make sure that no attempt has been made to disguise the original signature. 12. You must get voice authorisation by calling authorisations on Ask for a standard authorisation. 13. If the transaction is authorised, you will be given an alphanumeric (a mix of numbers and letters) authorisation code by a voice-response service. Write the code in the appropriate box on the sales voucher. Tear off the cardholder copy of the sales voucher and hand it to the customer with their card and goods. 14. If the request is refused, no reason will be given and you should return the card to the customer unless the operator tells you otherwise and ask for another form of payment. 15. If the transaction is referred to an operator, you should follow their instructions, including passing the phone to the cardholder if needed. 16. Once the procedure has been completed and all the necessary checks have been carried out, you must make sure that you have recorded the details of the transaction on all copies of the sales voucher. You should then tear off the cardholder copy of the voucher and hand it to the customer with their card and goods. 17. Key in the transaction when your processing equipment is working again. If you are using Barclaycard processing equipment, you should do this as a forced sale (at the READY prompt, press MENU and select Force Sale from the TRANSACTION MENU then follow the terminal instructions). This will prevent a second authorisation code being given or the transaction being refused. Take care when keying the card details in to make sure that they are correct. If at a later date, the transaction is charged back due to invalid details being put in, your company may have a chargeback taken. 18. If the transaction is accepted, store the sales voucher somewhere safe in case there is a dispute about it. Do not bank the voucher as the processing equipment will credit the amount into your bank account. 14

15 19. If when entering the transaction using the keys you receive a Declined Authorisation message, fill in the sales voucher and send the sales voucher to us for processing. See the Sales and refund vouchers section in this guide We may honour the transaction as long as you have authorisation where needed (in other words, at the time the transaction was carried out with the cardholder present, you followed all the procedures correctly and reported the fault to us, so that it shows on our log reports). 20. If you have not been able to key in any vouchers to your point-of-sale processing equipment, pay the vouchers into your bank account within two banking days (see the Sales and refund vouchers section of this guide). Remember, we will not accept altered vouchers. If you make a mistake when entering the details of a transaction, you must destroy the incorrect voucher and start again. Never pin, staple, fold or damage vouchers as this may cause processing problems. If you are suspicious about the card, the person using it or the circumstances of the transaction, you must follow the Code 10 procedure. Card imprinter Sales voucher 15

16 Failure of the chip to read or swipe The following information will help you and your company reduce losses through counterfeit fraud. Most of your card transactions will be chip-read or swiped through your electronic processing equipment with no problems. However, there may be times when your processing equipment cannot read the chip or magnetic stripe. You are allowed one level of fall-back, so if the device cannot read the chip, you can fall back to using the magnetic stripe. Or, for a non-chip card, if the device cannot read the magnetic stripe, you may need to manually enter the card number embossed on the front of the card using the processing equipment keys. If you have chip-enabled processing equipment, you should find chip cards will not usually fail to read the chip. You may find that if you enter the details using the keys or swipe the magnetic stripe on a chip card the issuer may refuse the card. This is for increased security. If this is the case, follow the processing equipment prompts, which may mean you have to speak to our authorisation department. Please make sure you follow their instructions. Only give the card back to the customer if you are not asked to keep it. When a card transaction is processed in this way, a number of very important security checks, usually carried out by the electronic processing equipment, are avoided. It is clear that some fraudsters are aware of this and are taking advantage of the opportunities. Under Visa and MasterCard Card Scheme Regulations, a card issuer has the right to ask to see an imprinted verification voucher signed by the cardholder. If you fail to provide this, the card issuer has the right to charge the transaction back to you. To protect your business from losses and reduce the risk of chargebacks when a card fails to be read by your electronic processing equipment, you should do the following: Enter the card number, embossed on the front of the card, using the processing equipment keys and get authorisation As well as manually entering the card number into the processing equipment, imprint a sales voucher and fully fill in the verification voucher. (This must be signed by the customer and you should write the words For verification only this voucher is not for banking on the voucher.) Pass the customer copy to the customer along with the processing equipment receipt. If you need a supply of pre-printed verification vouchers, please call Please do not bank the verification (or sales) voucher as your processing equipment will still process the transaction in the usual way Banking the verification or sales voucher will cause the cardholder s account to be debited twice. The voucher is simply your proof that the card was present at the point of sale. You can then use it to prove the transaction was valid if the customer then disputes it You should keep the merchant copy of the processing equipment receipt and the verification (or sales) voucher together in case of any future query. If you fail to provide copies and a card issuer does have a query, it could result in a chargeback and losses to your business. You need to fill in the verification voucher fully and include full details of the goods or services bought. Do not just write Goods. Make sure you write the authorisation code provided by the authorisation department 16

17 You can only process Maestro card transactions and Visa electron and V Pay cards that are un-embossed electronically (by swiping the magnetic stripe or reading the chip). You cannot enter the details using the keys for printed cards as you will not be able to take an imprint of the card as proof of the card and cardholder being present at the time of the transaction. If a Maestro, Visa electron or VPay card fails to chip-read or swipe through, you should ask your customer for another form of payment as there is no chargeback defence if the card fails to swipe. Banking procedures and other services Please make sure that you follow the end-of-day banking procedure (as shown in your Terminal Operating Guide) to make sure you receive payment for all transactions. It is essential that you send all transactions for payment within two working days of being accepted. If you send a transaction after two working days, the card issuer may reject the transaction, resulting in it being charged back. We will not be able to defend you from these chargebacks: If your processing equipment is not working, please make sure that you follow the procedure in Transactions entered using the keys section of this guide on page 10, so you can receive the payment. To bank any voucher that cannot be processed by your processing equipment, please follow the procedures below Complete the three-part merchant voucher summary (MVS) before handing the bank copy of your sales and refund vouchers into any branch of Barclays Bank Each batch of vouchers must be accompanied by part three (the white copy) of the completed MVS. No more than 20 vouchers should accompany each MVS. Sales and refund vouchers If your processing equipment is not working, please make sure you follow the procedure in Transactions entered with the keys section of this guide on page 10. These vouchers provide three copies of the sale or refund details, one for your own use, one for the bank to process and one for the cardholder. Merchant copy the top copy of the completed sales or refund voucher is your record of the transaction Bank processing copy the middle copy of the sales or refund voucher should be handed into your local branch of Barclays Bank. You should hand in vouchers on the day of the transaction and no more than two banking days afterwards Cardholder copy the bottom copy must be given to the cardholder for his or her records or, in the case of a mail or phone order, it must be posted to the cardholder 17

18 Completing your merchant voucher summary (MVS) Write your merchant name and number (this is normally shown on the top line of your imprinter plate) clearly on the MVS, with the paying-in date List the value of each sales voucher and refund voucher on the back of the MVS in the boxes shown Write the total of each column in the boxes at the bottom Write the total number and value of both sales vouchers and refund vouchers on the front of the MVS If possible, vouchers should be deposited on the day of the transaction and no more than two banking days afterwards If you have any questions about the credit to your bank account, you should call our Customer Services Department on Posting vouchers If you are in a remote area and cannot get to a branch of Barclays Bank, you may post your vouchers to us for processing. You should send the MVS bank-processing copies of your sales and refund vouchers to: Barclaycard Financial Exceptions, Dept FX, Barclaycard House, 1234 Pavilion Drive, Brackmills, Northampton NN4 7SG. For a supply of our prepaid envelopes, call our Customer Services Department on Preventing and detecting fraudulent Card Present transactions To prevent fraudulent transactions being charged back at a later date, you should have chip-and-pin-enabled processing equipment and accept transactions by reading the chip. You must make sure you get authorisation on any transaction where the card details are not captured using the chip (for example, when presented with a magnetic-stripe card transaction) to avoid the risk of loss due to card fraud. 1. If your processing equipment is chip-and-pinenabled you could be presented with a number of different scenarios, all of which you can accept: Magnetic stripe and signature verification (for example, from an overseas customer where the country has yet to upgrade to chip-and- PIN technology) Chip and signature verification (for example, from a disabled customer who cannot use PIN technology) Chip-and-PIN verification 2. If your processing equipment has a contactless reader, you will also be able to accept contactless transactions with no verification (please see the section on contactless transactions on page 10). If your customer cannot remember their PIN, ask for another method of payment. In these instances, if your processing equipment is chip and PIN capable, and the transaction has been taken using the chip and PIN, you will be protected against possible counterfeit, lost and stolen cards, and intercepted card fraud. Card-fraud statistics show there is increased fraud with non-pin cards. Be aware of the security checks you should make to reduce this type of fraud: Keep hold of the card at all times Keep the goods out of reach of the customer Check the valid from date. If the card is newly issued, be extra careful Watch out for hesitancy when the customer signs and make sure that the signature they give matches the signature on the card Be careful not to be distracted during a transaction. Fraudsters may try to hurry you, or draw your attention away from making card checks Check the name on the card and check that it matches the sex of the person giving you the card if this is possible to tell Be sure not to process transactions on behalf of anyone else. This would be breaking your merchant agreement and could lead to transactions being charged back to you Returning wanted or recovered cards If our authorisation operator asks you to destroy a card and return it to us, please follow the procedure described below. You should politely tell your customer what you have been asked to do. 1. To preserve fingerprints and other forensic evidence, handle the card as little as possible and only by the edges. 2. With the card facing you, cut off only the bottom left-hand corner. 3. Make sure the signature strip, magnetic stripe, chip and hologram are intact. 4. You will find a recovered-card form in your welcome pack. 18

19 You can get more recovered-card forms by calling our Customer Services Department on You must fill in the form in full and keep the cut-off slip of the filled-in form in your files You should send the top section of the form and both pieces of the card to: Recovered Card Services, Barclaycard, Department RC, Northampton NN4 7SG If you are returning a Visa Electron card, please also enclose a copy of the processing equipment declined receipt. Reward scheme We may pay a 50 reward to your business for returning a wanted card. You can then decide whether to pass the reward payment on to the person who actually recovered the card. If the police need to keep a wanted card or sales voucher for investigation (for example, if a stolen card is presented), you will need to keep certain details in case there is a question about it. Please make sure you have a copy of the sales voucher (a good photocopy will be acceptable), as well as: The card number The expiry date The name embossed on the card The date the card was recovered The crime reference number Details of the officer and police station dealing with the case You can still claim a reward if the police take the card for evidence. Other services Dynamic currency conversion (DCC) If your business takes payments from cards issued outside of the UK, your processing equipment may be configured for DCC. DCC offers Visa and MasterCard international cardholders the choice and convenience of paying for goods and services using their home currency. Your international customers benefit from a clear and competitive exchange rate for credit and debit card purchases made abroad with this service. Once the cardholder uses their card abroad they will be presented with the option to pay using the currency of the card or the local currency. The transaction will stay in that currency throughout the entire transaction and settlement process. As such, both you and your customer know the exact amount of the purchase at the time you make the sale. 19

20 Accepting Card Not Present (CNP) transactions e-commerce, mail and telephone order It is important that you understand the risks associated with accepting Card Not Present transactions. There are increased risks of chargebacks for Card Not Present transactions because the customer and card are not present at the time of transaction and so cannot always be verified. When processing Card Not Present orders you must make sure you get: The card number The card expiry date The gross amount (in other words, including postage, packaging and VAT) of the transaction The customer reference number, if quoted for a Visa transaction only The card security code (CSC), otherwise known as card verification value (CVV or CVV2), card verification value code (CVVC), card verification code (CVC or CVC2), verification code (V-code or V code), card code verification (CCV), or signature panel code (SPC) If you would like to accept e-commerce Maestro transactions, you must be enrolled with MasterCard SecureCode. When processing Card Not Present orders you should also get: The cardholder s full name and address, as held by their card issuer, including the postcode and phone number The cardholder s signature, for mail order The delivery address and name of the person receiving the goods if different from that of the cardholder Please remember an authorisation does not guarantee payment. It only confirms that there are enough funds available in the account and that the card has not been reported as lost or stolen at the time of the transaction. We cannot guarantee that the person presenting the card details is the genuine cardholder and so you may be at risk of chargebacks following fraudulent transactions. You should not: Release goods to anyone claiming to have been sent by the cardholder (for example, a taxi driver) to collect the goods Allow a cardholder to pick up goods paid for with a Card Not Present transaction. If a cardholder pays using an e-commerce or MOTO transaction and collects the goods later, you should cancel the Card Not Present transaction and carry out a new Card Present transaction. Make sure you also carry out the full Card Present procedures Authorising Card Not Present transactions Card Not Present transactions must get an authorisation at the time of the transaction, either as a pre-authorisation for the expected value of a transaction (such as a hotel or car-hire bill) or as authorisation of the actual amount. Shipping goods and providing services Visa transactions must get an authorisation on any day up to seven calendar days before the transaction date (the date the goods are shipped or services are provided). This authorisation is valid if the transaction amount is within 15% of the authorised amount, as long as the extra amount represents shipping costs. You must get authorisation for MasterCard transactions on the day the cardholder contacts you to place an order. When the goods or services are ready to be delivered, you should then process the transaction. This should not be for more than the original authorisation amount. MasterCard consider the date you ship the goods or provide the service as the transaction date. If you are shipping goods more than seven days after the original authorisation request, we recommend you get a second authorisation. When presenting the transaction for processing, please quote the original authorisation code, but keep the second one in case there is a dispute about the transaction. Recurring transactions A recurring transaction is one where the cardholder grants permission, in writing or electronically, to a merchant to periodically bill their account for goods or services delivered over a period of time. There cannot be more than 365 days between transactions. For example, merchants who may benefit from recurring transactions are vehicle breakdown services, insurance providers, and those issuing memberships and subscriptions. Issuers may refuse a recurring transaction taken on a Visa card if the expiry date is missing, not valid, or has expired. You must provide the correct card expiry date for each recurring transaction. 20

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