Before We Get Started… This training session will
Description: Before We Get Started This training session will be recorded for future access Will be posted at: https:www.uwsp.eduFOPagesTraining-Opportunities.aspx Please remember to mute your microphone Please raise your hand or use the chat
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slide2. Before We Get Started… This training session will be recorded for future access
Will be posted at:
https://www.uwsp.edu/FO/Pages/Training-Opportunities.aspx
Please remember to mute your microphone
Please raise your hand or use the ‘chat’ feature if you have any questions throughout the presentation
There will also be time after the presentation for questions<br>
slide3. Cashless Campus & PCI Compliance The ‘Cashless Campus, PCI’ session will provide insight on options available to reduce or eliminate cash handling on campus. We will review the various options for collecting payment including payment card, ACH, wire transfer or via a charge to a student bill. In relation to payment card acceptance, we will discuss updates to our merchant procedures along with a review of the required steps for PCI DSS compliance. This session will provide helpful information not only to those interested in accepting payment cards, but for our existing campus merchants on how to best work with the PCI Compliance Team to stay in compliance!
Training Topics
Why go cashless?
Options for going cashless; payment card, ACH/wire transfer, student billing
Accepting payment cards
Merchant Procedures
PCI DSS Compliance<br>
slide4. Cashless Campus Reasons to take your campus cashless:
Accountability, control & visibility – Accepting cashless payments improves financial management with system integration and reporting for easier reconciliation.
Minimize Risk – Going cashless reduces the risk of fraud and human error.
Ease administrative responsibility – Provides key systems integration with student finance systems, reduces time spent counting cash and checks.
Millennial and Gen Z consumers prefer cashless transactions!<br>
slide5. Cashless Campus Reasons to take your unit cashless:
Efficiency gains - More efficient use of staff and an overall increase in operating efficiency.
Streamlined reconciliation procedures
Eliminate internal controls - More relaxed physical security requirements, eliminate need for multiple people to count cash and cross check deposits for accuracy.<br>
slide6. Cashless Campus Options for making your unit cashless:
Adding a charge to a student billing account
Receiving funds via ACH or wire transfer
Accepting payment cards<br>
slide7. Cashless Campus Option 1: Adding a charge to a student billing account
Do you currently have a change fund in order to “sell” items to students?
Examples of fees transitioned to a student bill:
CNR Key Deposits
NFAC Rentals (toolkits & lockers)
Caveat – Only non-taxable items can be charged to a student billing account. If you are generating taxable revenue from a sale to a student, this revenue can not be received via a student billing account.
Process – For existing fees that are already being charged to students, contact the Bursar.<br>
slide8. Cashless Campus Option 1: Adding a charge to a student billing account
Do you have a NEW fee you are in the process of implementing that you would like charged to a student account?
Examples:
Late Fee(s)
Fine or penalty for unreturned materials (not related to employment)
Process:
Financial planning to show how you came to the fee amount
Develop policy and procedures for assessing the fee
Work with Bursar and/or Controller in receiving CBO approval for all new fees<br>
slide9. Cashless Campus Option 2: Receive funds via ACH or wire transfer
Most entities now prefer to send payment electronically versus via cash or check.
Ask your customer if they can send funds via ACH or wire transfer. Most entities have an ACH or wire authorization form. This form should be sent to bursar@uwsp.edu. We will complete the form and send the information via secure email to your customer.
How will you know when payment has been received? Complete a deposit slip and send via email to bursar@uwsp.edu. In your email, please note how and when we should be receiving the funds. The Bursar office also keeps track of all entities that have our banking instructions, so that upon receipt of funds, if we do not have a deposit slip, we can typically track back to which unit the funds belong to.<br>
slide10. Cashless Campus & PCI Compliance Option 3: Accepting payment cards (debit/credit cards)
University groups and departments who wish to accept credit card payments need to contact the PCI Compliance Team (PCIteam@uwsp.edu) for review and approval.
Considerations:
- Expected volume of transactions
- Types of items to be sold
- Resources available for training, reconciliation and PCI Compliance<br>
slide11. Cashless Campus & PCI Compliance PCI Compliance Team
The PCI Compliance Team consists of representative from Financial Operations, Information Technology, and merchant departments.
Reviews department requests to become new merchants & evaluates changes in merchant activities that impact PCI DSS compliance
Oversees annual PCI DSS validation
Coordinates remediation activates as required by PCI DSS or other applicable policies and standards
Assists with the completion of annual SAQ
Makes appropriate revisions to the Payment Card Processing and Compliance Policy, as needed<br>
slide12. PCI Compliance PCI Compliance Team – PCIteam@uwsp.edu
Points of Contact:
Jamie Bednarek – Bursar – jbednare@uwsp.edu
Onboarding new MIDS with merchant bank, revenue posting & reconciliation, merchant terminations
Logan Weston– Information Security – lweston@uwsp.edu
Device and gateway set-up & training, SAQ submissions with CampusGuard Central, incidence response
Kari Thompson– Fiscal Compliance Manager– kathomps@uwsp.edu
PCI required training, policy, website<br>
slide13. Cashless Campus & PCI Compliance Accepting Payment Cards
-Policy, Procedures and Forms now all in one location! No more paper forms! https://www.uwsp.edu/FO/pages/university-credit-card-merchants.aspx<br>
slide14. PCI Compliance Accepting Payment Cards
What is the PCI DSS and why do we need to be compliant? PCI DSS is the Payment Card Industry Data Security Standard and is a result of collaboration between VISA, MC and other card companies.
Offers a single approach to protecting sensitive data for all card brands
Designed to create common industry security requirements<br>
slide15. PCI Compliance Accepting Payment Cards
What is the PCI DSS and why is compliance mandatory for all campus merchants? Consequences if NOT compliant at the time of a breech:
Punitive fines – up to $500,000 per incident
Higher level of industry oversight may be imposed
University’s ability to accept ANY credit cards could be terminated
**ALL merchants at the University can be impacted by the NON-compliance of just one merchant!<br>
slide16. Cashless Campus & PCI Compliance Option 3: Accepting payment cards (debit/credit cards)
Acceptance Methods & Costs:
When pricing goods and services, it is good practice to include:
5% (estimate) for cost of acceptance of debit/credit cards
This will cover fees associated with processing credit cards, including but not limited to:
Device Fees – Flat monthly fee for devices
Interchange Fees – 2.5 -3.1% of sale dependent on type of card
PCI Compliance Fee – 2% of Net Sales
All applicable University charges such as the current Program Revenue Assessment
Any applicable sales tax<br>
slide17. Cashless Campus & PCI Compliance Option 3: Accepting payment cards (debit/credit cards)
Merchant Coordinator Responsibilities:
Ensure that all business processes, IT environments and associated systems for accepting, processing, retaining, and disposing of cardholder data comply with PCI DSS.
Develop and document card handling procedures
Reconcile daily merchant account activity
Reporting any questionable of suspicious activity to the PCI Team or Information Security
Completing the annual SAQ in partnership with the PCI Compliance Team
Ensure all department employees who handle cardholder data receive mandatory PCI training offered via Canvas<br>
slide18. Cashless Campus & PCI Compliance Option 3: Accepting payment cards (debit/credit cards)
Self-Assessment Questionnaire (SAQ):
Merchant Coordinator will work with the PCI Team to complete an annual SAQ in CampusGuard Central.
Items that will need to be completed to be able to “pass” the SAQ:
PCI Procedures document reflects current merchant card handling procedures
List of service provides, their provided services, and attestations of compliance
Staff List for any/all that have access to cardholder data
Device List, location, check for tampering, etc.<br>
slide19. Cashless Campus & PCI Compliance Summary
The payments industry is rapidly changing, and younger generations will continue to push for more innovative payment solutions.
Ideas for the future:
Alternative payment methods for students; Apple Pay, Google Pay, Venmo, PayPal
Cash-2-Card Kiosk’s
Centralized merchant accounts<br>
slide20. Questions?<br>
slide21. Contact Information Jamie Bednarek
jbednare@uwsp.edu
Direct: 715-346-4692
Office: 715-346-2118
PCI Team - PCIteam@uwsp.edu
Bursar Office – bursar@uwsp.edu
Student Financial Services – student.financial.services@uwsp.edu<br>
Will be posted at:
https://www.uwsp.edu/FO/Pages/Training-Opportunities.aspx
Please remember to mute your microphone
Please raise your hand or use the ‘chat’ feature if you have any questions throughout the presentation
There will also be time after the presentation for questions<br>
slide3. Cashless Campus & PCI Compliance The ‘Cashless Campus, PCI’ session will provide insight on options available to reduce or eliminate cash handling on campus. We will review the various options for collecting payment including payment card, ACH, wire transfer or via a charge to a student bill. In relation to payment card acceptance, we will discuss updates to our merchant procedures along with a review of the required steps for PCI DSS compliance. This session will provide helpful information not only to those interested in accepting payment cards, but for our existing campus merchants on how to best work with the PCI Compliance Team to stay in compliance!
Training Topics
Why go cashless?
Options for going cashless; payment card, ACH/wire transfer, student billing
Accepting payment cards
Merchant Procedures
PCI DSS Compliance<br>
slide4. Cashless Campus Reasons to take your campus cashless:
Accountability, control & visibility – Accepting cashless payments improves financial management with system integration and reporting for easier reconciliation.
Minimize Risk – Going cashless reduces the risk of fraud and human error.
Ease administrative responsibility – Provides key systems integration with student finance systems, reduces time spent counting cash and checks.
Millennial and Gen Z consumers prefer cashless transactions!<br>
slide5. Cashless Campus Reasons to take your unit cashless:
Efficiency gains - More efficient use of staff and an overall increase in operating efficiency.
Streamlined reconciliation procedures
Eliminate internal controls - More relaxed physical security requirements, eliminate need for multiple people to count cash and cross check deposits for accuracy.<br>
slide6. Cashless Campus Options for making your unit cashless:
Adding a charge to a student billing account
Receiving funds via ACH or wire transfer
Accepting payment cards<br>
slide7. Cashless Campus Option 1: Adding a charge to a student billing account
Do you currently have a change fund in order to “sell” items to students?
Examples of fees transitioned to a student bill:
CNR Key Deposits
NFAC Rentals (toolkits & lockers)
Caveat – Only non-taxable items can be charged to a student billing account. If you are generating taxable revenue from a sale to a student, this revenue can not be received via a student billing account.
Process – For existing fees that are already being charged to students, contact the Bursar.<br>
slide8. Cashless Campus Option 1: Adding a charge to a student billing account
Do you have a NEW fee you are in the process of implementing that you would like charged to a student account?
Examples:
Late Fee(s)
Fine or penalty for unreturned materials (not related to employment)
Process:
Financial planning to show how you came to the fee amount
Develop policy and procedures for assessing the fee
Work with Bursar and/or Controller in receiving CBO approval for all new fees<br>
slide9. Cashless Campus Option 2: Receive funds via ACH or wire transfer
Most entities now prefer to send payment electronically versus via cash or check.
Ask your customer if they can send funds via ACH or wire transfer. Most entities have an ACH or wire authorization form. This form should be sent to bursar@uwsp.edu. We will complete the form and send the information via secure email to your customer.
How will you know when payment has been received? Complete a deposit slip and send via email to bursar@uwsp.edu. In your email, please note how and when we should be receiving the funds. The Bursar office also keeps track of all entities that have our banking instructions, so that upon receipt of funds, if we do not have a deposit slip, we can typically track back to which unit the funds belong to.<br>
slide10. Cashless Campus & PCI Compliance Option 3: Accepting payment cards (debit/credit cards)
University groups and departments who wish to accept credit card payments need to contact the PCI Compliance Team (PCIteam@uwsp.edu) for review and approval.
Considerations:
- Expected volume of transactions
- Types of items to be sold
- Resources available for training, reconciliation and PCI Compliance<br>
slide11. Cashless Campus & PCI Compliance PCI Compliance Team
The PCI Compliance Team consists of representative from Financial Operations, Information Technology, and merchant departments.
Reviews department requests to become new merchants & evaluates changes in merchant activities that impact PCI DSS compliance
Oversees annual PCI DSS validation
Coordinates remediation activates as required by PCI DSS or other applicable policies and standards
Assists with the completion of annual SAQ
Makes appropriate revisions to the Payment Card Processing and Compliance Policy, as needed<br>
slide12. PCI Compliance PCI Compliance Team – PCIteam@uwsp.edu
Points of Contact:
Jamie Bednarek – Bursar – jbednare@uwsp.edu
Onboarding new MIDS with merchant bank, revenue posting & reconciliation, merchant terminations
Logan Weston– Information Security – lweston@uwsp.edu
Device and gateway set-up & training, SAQ submissions with CampusGuard Central, incidence response
Kari Thompson– Fiscal Compliance Manager– kathomps@uwsp.edu
PCI required training, policy, website<br>
slide13. Cashless Campus & PCI Compliance Accepting Payment Cards
-Policy, Procedures and Forms now all in one location! No more paper forms! https://www.uwsp.edu/FO/pages/university-credit-card-merchants.aspx<br>
slide14. PCI Compliance Accepting Payment Cards
What is the PCI DSS and why do we need to be compliant? PCI DSS is the Payment Card Industry Data Security Standard and is a result of collaboration between VISA, MC and other card companies.
Offers a single approach to protecting sensitive data for all card brands
Designed to create common industry security requirements<br>
slide15. PCI Compliance Accepting Payment Cards
What is the PCI DSS and why is compliance mandatory for all campus merchants? Consequences if NOT compliant at the time of a breech:
Punitive fines – up to $500,000 per incident
Higher level of industry oversight may be imposed
University’s ability to accept ANY credit cards could be terminated
**ALL merchants at the University can be impacted by the NON-compliance of just one merchant!<br>
slide16. Cashless Campus & PCI Compliance Option 3: Accepting payment cards (debit/credit cards)
Acceptance Methods & Costs:
When pricing goods and services, it is good practice to include:
5% (estimate) for cost of acceptance of debit/credit cards
This will cover fees associated with processing credit cards, including but not limited to:
Device Fees – Flat monthly fee for devices
Interchange Fees – 2.5 -3.1% of sale dependent on type of card
PCI Compliance Fee – 2% of Net Sales
All applicable University charges such as the current Program Revenue Assessment
Any applicable sales tax<br>
slide17. Cashless Campus & PCI Compliance Option 3: Accepting payment cards (debit/credit cards)
Merchant Coordinator Responsibilities:
Ensure that all business processes, IT environments and associated systems for accepting, processing, retaining, and disposing of cardholder data comply with PCI DSS.
Develop and document card handling procedures
Reconcile daily merchant account activity
Reporting any questionable of suspicious activity to the PCI Team or Information Security
Completing the annual SAQ in partnership with the PCI Compliance Team
Ensure all department employees who handle cardholder data receive mandatory PCI training offered via Canvas<br>
slide18. Cashless Campus & PCI Compliance Option 3: Accepting payment cards (debit/credit cards)
Self-Assessment Questionnaire (SAQ):
Merchant Coordinator will work with the PCI Team to complete an annual SAQ in CampusGuard Central.
Items that will need to be completed to be able to “pass” the SAQ:
PCI Procedures document reflects current merchant card handling procedures
List of service provides, their provided services, and attestations of compliance
Staff List for any/all that have access to cardholder data
Device List, location, check for tampering, etc.<br>
slide19. Cashless Campus & PCI Compliance Summary
The payments industry is rapidly changing, and younger generations will continue to push for more innovative payment solutions.
Ideas for the future:
Alternative payment methods for students; Apple Pay, Google Pay, Venmo, PayPal
Cash-2-Card Kiosk’s
Centralized merchant accounts<br>
slide20. Questions?<br>
slide21. Contact Information Jamie Bednarek
jbednare@uwsp.edu
Direct: 715-346-4692
Office: 715-346-2118
PCI Team - PCIteam@uwsp.edu
Bursar Office – bursar@uwsp.edu
Student Financial Services – student.financial.services@uwsp.edu<br>