CHAPTER CREDIT CARD TRANSACTION PROCESSOR PROCEDURES AND FREQUENTLY ASKED QUESTIONS July 2012

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1 CHAPTER CREDIT CARD TRANSACTION PROCESSOR PROCEDURES AND FREQUENTLY ASKED QUESTIONS July 2012 PROCEDURES The Chapter credit card processing function is accessible to Executive Directors via the Chapter Info Website. Log onto MyAI Click on Chapter Business Tools on the left side of the screen In the Handling Chapter Finances section, Click on Credit Card Transaction Processor

2 Click on Select next to your Chapter s name. A new window will open. Click the Search button to pull up a member s record. Click Next to clear the screen. Mandatory fields are highlighted in red. Reference Search button Next button Person Name Charge Amount This field will default to your Chapter s name. This field tells National which Chapter should receive the funds that are being processed. Click on this button to search for a member s name. This is an optional step, however when a member is selected, the form will be populated with their profile name and address. Click on the Next button to clear all the fields of the form and enter a new credit card charge. Enter the person s name on whose behalf this payment is being made. Enter the amount that should be charged to the credit card. Chapter Credit Card Processing Procedures 2

3 Card Type Credit Card Number CCV Month/Year Select the card type being processed. Enter the full credit card number being processed. Enter the credit card validation number. For Visa, Master Card and Discover, this is a three digit number and can be found on the back of the card. For American Express, this is a four digit number and is found on the front of the card. Enter the credit card expiration date. Name on Credit Card Enter the cardholder s name exactly as it appears on the credit card. Billing Street Enter the billing address number and street name for the credit card. IMPORTANT: if the entered street number does not match the card s stored information, the transaction will NOT be processed. Billing City, State, Zip Enter the billing city, state and zip code for the credit card. IMPORTANT: if the entered zip code does not match the card s stored information, the transaction will NOT be processed. Comments This field can be used to help you identify the reason for the transaction. Use the Search feature to locate member records. Click on the Search button to find member records. Enter information in one or more search fields. Chapter Credit Card Processing Procedures 3

4 Click Submit. A list of possible matches will appear on the screen. Click on the Select button next to the member that you are processing a payment for. The screen will return to the Credit Card Transaction Processor screen where you can complete entering all other information. Enter the credit card information in the appropriate fields. Click the Submit button. Clicking the Submit button will trigger a series of events. First the entered data will be verified to make sure that all required information has been entered into the form. Next the credit card processor (PayPal) will attempt to process the submitted information. A message will appear at the top of the screen stating if the transaction was Successful or not. If the transaction was unsuccessful, the error message will provide a reason. Lastly, a record of the transaction will appear at the bottom of the screen. The record will include a blue underlined link which can be clicked to provide a receipt for the transaction. The transaction record will continue to appear at the bottom of this screen so that receipts and historical records can be retrieved at any time. Chapter Credit Card Processing Procedures 4

5 Transaction processing results will appear at the top of the screen. Declined transactions will provide an explanation. Enter a comment which will be helpful in identifying this transaction in the future. A transaction report can be printed by clicking on the blue link. The link will say Receipt for successful transactions. Past credit card transactions and their status will appear on the bottom of the form. Chapter Credit Card Processing Procedures 5

6 National will disburse all successfully processed transactions within 6 business days, net of a 3% processing fee. All transactions processed on a single day will be disbursed in a lump sum. For example, Chapter processes three charges on Monday, July 16th for $100, $300, and $600. On or before Tuesday, July 24 th, National will deposit $970 in the Chapter s bank account. The $970 was calculated as the transaction total of $1,000 less the 3% processing fee of $30. FREQUENTLY ASKED QUESTIONS 1. Why should Chapters use the Credit Card Transaction Processor? Chapters may receive credit card payments from members and other individuals for miscellaneous items such as symposiums, books, meetings and dinners. The Credit Card Transaction Processor allows Chapters to process these payments without the need to set up merchant accounts with credit card processors. 2. Who is able to use the Credit Card Transaction Processor? All Chapter Executive Directors are able to access this system. 3. Can someone other than the Executive Director use the Credit Card Transaction Processor? Only Executive Directors are granted automatic access. Chapter President or Treasurer can send requests to grant access for other individual(s) to itrequests@appraisalinstitute.org. 4. Is National able to see credit card numbers and other sensitive data entered through the Credit Card Transaction Processor? No. The system is PCI compliant and prevents others from viewing sensitive data. 5. Can refunds be processed using the Credit Card Transaction Processor? No, refunds cannot be processed via this program. Contact the national Finance department at Finance@appraisalinstitute.org to request a refund of a charge processed through the Credit Card Transaction Processor. 6. Does a Chapter have to notify National when it has processed transactions via the Credit Card Transaction Processor? No, National does not have to be notified. The system will automatically process the credit card transactions. 7. Will I still be able to submit credit cards for processing directly to National via or fax? No. National will no longer process credit card transactions received via or fax. 8. Do I have to select a member from the Search field? No. The Search feature is optional. However by selecting a member via the Search feature, the screen will be populated with member address. Furthermore, this credit card transaction will be tied to the member s record and National s member services team will be able to answer questions about it if the member calls with an inquiry. 9. What do I put in the Comments field? This field should be used to describe the reason for the charge. Chapter Credit Card Processing Procedures 6

7 10. Why is the credit card being declined? There are several reasons why a credit card is declined. The most common ones include: - Data being entered erroneously into the form - Invalid or missing data - Insufficient available balance on the card - Entered data (CCV, expiration date, billing address and billing zip code) does not match the card s stored information An error code will appear at the top of the screen if a card is declined. Verify that the entered data matches the card s information. If the card continues to be declined, request a new card from the individual. Do not contact National if the card is being declined for any of the these reasons. The decline codes are issued by PayPal and National does not have the ability to override them. 11. Will individuals receive a receipt? The individual will not automatically receive a receipt. Chapters can access a receipt by clicking on the link at the bottom of the screen. 12. How can transaction details be retrieved for historical charges? Each transaction processed via the Credit Card Transaction Processor will appear at the bottom of the screen, including past charges. Chapters can click on the link next to each historical transaction to view a receipt. 13. When will the Chapter receive funds from National? Funds from successfully processed transactions will be disbursed to Chapters within 6 business days of processing. 14. Why does it take 6 business days to receive funds processed through the Credit Card Transaction Processor? Depending on the time that transactions are entered into this form, it takes between 2 to 4 business days for National to receive the proceeds from Visa, Master Card, Discover and American Express. The remaining days are necessary for national Finance department to process the disbursement to Chapters. 15. Why is National charging a 3% processing fee? The 3% covers processing fees charged to National by Visa, Master Card, Discover, American Express and PayPal. 16. Who do I contact with questions? Technical questions and issues should be sent to itrequests@appraisalinstitute.org. Examples include inability to see or connect to the Credit Card Transaction Processor. Questions regarding disbursement of funds or refunds should be sent to the National Finance department at Finance@appraisalinstitute.org. Chapter Credit Card Processing Procedures 7