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Treasury: Credit Card Merchant Services

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The department of Treasury has the following responsibilities with regards to the acceptance of credit cards (Visa, MasterCard, Discover, and American Express) on UTMB campus:

Answering any questions concerning accepting credit cards by various departments/clinics and schools at UTMB

Issuing and maintaining all equipment necessary to accept credit cards at UTMB

Serves as the first point of contact for any credit card inquiry for UTMB

Becoming a Credit Card Accepting Merchant

In order to accept credit card payments in return for goods/services, departments/clinics must review and complete the:

Credit Card Terminal Installation Evaluation/Setup Sheet

Departments/clinics who wish to accept credit cards through their UTMB website must first contact Katina Gulotta (409-772-5920) in Treasury. If appropriate, the department/clinic would then complete the:

Web Commerce Application

These documents are to be returned to:

Katina Gulotta - Treasury
Rte. 0999
(409) 747-7263 - fax
kegulott@utmb.edu

It will take approximately three weeks for Merchant numbers to be requested/set up and to obtain the equipment as needed. Training sessions for you and your staff with Treasury will then be scheduled if desired.

Equipment & Supplies

If you experience problems with equipment, please contact Katina Gulotta (409-772-5920) in Treasury. She will assess the problem and necessitate a replacement terminal if necessary. Malfunctioning equipment must be returned to Treasury. Signage (Visa/MC, Discover, AMEX logo stickers are also available.

Supplies such as thermal receipt paper and replacement ink ribbon cartridges should be requested through the Deposit Office. Please call 409-772-2503.

Credit Card Transaction Processing

Please note that the credit card terminals must be settled daily, at the close of business. This ensures your department/clinic is assessed the least amount of fees from each credit card company.

Additionally, Visa and MasterCard rules require that you retain legible copies of all sales drafts for up to 18 months in order to satisfy any disputes/chargebacks. After the 18 month period is up, you should shred the sales drafts in order to protect card holder information.

Other References:

http://www.mastercard.com/us/merchant/support/rules.html
http://corporate.visa.com/pd/rules/main.jsp
Merchant FAQs - http://usa.visa.com/merchants/merchant_resources/faq.html
https://www.pcisecuritystandards.org/security_standards/pa_dss.shtml

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