UWM Credit Card Acceptance Committee. Committee Charter

Transcription

1 UWM Credit Card Acceptance Committee Committee Charter Version 9 March 2013

2 Table of Contents Committee Name... 2 Background... 2 Purpose... 3 Sponsors... 3 Role of Sponsors... 3 Committee Membership... 4 Role of Committee Members... 4 Committee Goals... 5 Committee Life Cycle... 5 Revision History... 5 Page i

3 Committee Name UWM Credit Card Acceptance Committee Background UWM accepts credit cards (Visa, MasterCard, Discover and American Express) and debit cards for goods and services such as tuition, books, housing, food and tickets for events. Credit card is the term used throughout this Charter to refer to both credit and debit cards. There are over 35 different business (merchant) units on campus, many of which accept credit cards at multiple locations and over the internet. Approximately 25 different credit card applications (e.g., TouchNet, CyberCash) are used by these business units to store, process and/or transit credit card data. UWM has experienced dramatic growth in credit card sales. In calendar year 2007, the number of credit card transactions totaled 194,000; associated sales were $21 million; and processing fees totaled $184,000. In calendar year 2009, the number of credit card transactions totaled 742,000; associated sales were $42 million; and processing fees totaled $787,000. The increase in activity from 2007 to 2009 is due primarily to Restaurant Operations beginning to accept credit cards for the first time along with an increase in the amount of tuition collected via credit cards. Recently, UWM made a decision to stop accepting Visa for tuition in order to minimize the amount of unrecoverable processing fees. It is yet to be determined what impact, if any, this will have on credit card tuition volume or collectability of accounts receivable. The credit card companies have promulgated contract provisions and security standards that UWM must comply with in order to continue accepting credit cards and avoid fines/penalties. The security standards went into effect during 2004 and have been evolving over the past few years. During this time, UWM has initiated compliance efforts. These efforts have been challenged by the lack of a campus-wide strategy to accept credit cards which in turn has permitted a multitude of different system applications. Recent actions to develop a framework for a campus-wide strategy include the adoption of Administrative Services Manual procedure , Merchant Card Administration. Page 2

4 Purpose The Credit Card Acceptance Committee is charged with proposing and facilitating implementation of cost-effective strategies for accepting cards that: 1. Satisfy customer needs. 2. Take advantage of business opportunities. 3. Minimize exposure to risks related to security. 4. Ensure compliance with standards promulgated by credit card companies. In addition, the Credit Card Acceptance Committee is charged with identifying potential funding sources for the above-referenced strategies Sponsors Johannes J. Britz Interim Provost and Vice Chancellor, Academic Affairs Robin Van Harpen Interim Vice Chancellor, Finance and Administrative Affairs Michael R. Laliberte Vice Chancellor, Student Affairs Role of Sponsors The sponsors have high-level responsibility for the success of the Committee. They help to establish the Committee s authority and maintain its credibility on campus. Sponsors will make decisions relating to strategy, business processes, policy and financial commitments that cannot be made by the Committee. Page 3

5 Committee Membership Credit Card Acceptance Committee Subject Matter Internal Audit Internal Audit Controllership Accounting Auxiliaries - Merchant Student Affairs Security Process IT and IT governance UITS Operations Participant, Committee Chair Paul Rediske Dave Rice Kristin Fekete Cindy Wirtz Autumn Anfang Steve Brukbacher Ed Melchoir Jacques du Plessis Jeff Lange Role of Committee Members In fulfilling the purpose of the Committee, each of its members will be committed to (1) acquiring a thorough understanding of existing business processes across the campus with respect to credit card acceptance and compliance, (2) acquiring a thorough understanding of best practices with respect to credit card acceptance and compliance, (3) working collectively to set goals and communicate those goals to campus stakeholders and (4) facilitating achievement of goals. To accomplish Committee goals and carry out related tasks and duties, subcommittees may be formed. These sub-committees may include other UWM staff. The Committee can also act to add or remove members, as deemed necessary. Page 4

6 Committee Goals 1. Complete a preliminary self-assessment of business units on campus accepting credit cards by December 2010 in order to gauge readiness of campus for official self-assessment to be performed in May Scope and engage an approved scanning vendor to perform network scans beginning in December Draft a strategic plan for UWM with respect to credit card acceptance by January Issues that this plan will address include funding sources and recovery of credit card processing fees. 4. Distribute self-assessments, required by credit card security standards, to the campus by May Ensure related awareness, training and support are provided in a timely manner. 5. All deficiencies identified in the above-referenced self-assessments and network scans will be remedied by June 30, 2011 or an action plan will be drafted to address the exceptions and identify an alternate timeframe for compliance. 6. Work with Purchasing to ensure all new vendor contracts will include appropriate provisions and language for compliance with credit card security standards if applicable. Committee Life Cycle The Committee will have a limited life. Each January, the Committee will evaluate its relevance and need for continuation based upon fulfillment of purpose and achievement of goals. Revision History Date Action By August 18, 2010 Draft creation /Paul Rediske August 23, 2010 Draft revision /Paul Rediske August 26, 2010 Draft revision /Paul Rediske February 21, 2011 Replaced draft version 3 with Version 4 title page Replaced James Hill with Michael Page 5

7 December 1, 2011 Laliberte page 3 Removed Mustafa Yundem, Dawn Thibedeau and Kristen Bornstein page 4 June 21, 2012 Added Melissa Woo page 4 August 17, 2012 October 8, 2012 Replaced John McCarragher with Jacques du Plessis and Melissa Woo with Jeff Lange as committee members page 4 Replaced Christy Brown with Robin Van Harpen as a sponsor. Added Kristin Fekete as the committee member for Accounting page 3 March 7, 2013 Added Autumn Anfang page 4 Page 6