Guidelines & Procedures

Managing and Controlling Monies

(The Board of Governors approved policy can be found at (http://www.usask.ca/university_secretary/policies/operations/4_24.php?heading=menuPolicies)

Guidelines

Purpose

To ensure all monies received by the University are handled in a secure manner, deposited on a timely basis to a University account and are subjected to the appropriate internal controls and accounting treatment.

"Monies" includes currency, cheques, money orders, bank drafts and debit and credit card payments.

These monies must be:

• verified to the departments records.
• deposited to a University of Saskatchewan bank account.
• receipted to the correct CFOAPAL in the University Financial Information System (UniFi).

Departments are responsible for maintaining the security of monies until deposited with the Treasury Office or the bank.

Deposits should be made regularly in the interest of:

• Security - cash on the premises carries with it a risk of loss or theft.
• Economics - investment income for the University operations is earned only from the time monies are deposited with the bank.
• Public Relations - delays in depositing cheques from University customers, donors and funding agencies implies the University does not need the monies and raises questions as to whether the University received the monies.

At a minimum, monies should be deposited:

• Daily, if the amount for deposit exceeds $1,000
• At least once a week if the amount exceeds $100
• At least once a month if the amount is less than $100

Responsibilities

Party	Responsibility
Department	Be informed of any special departmental requirements, restrictions or limits. Maintain security of monies until deposited with Treasury Office or bank. Prepare the deposit and Cash Report and ensure all monies received are deposited intact. Deliver the deposit and Cash Report to Bank and Treasury Office promptly. Ensure all monies received are deposited and verified against sales records and receipts. Confirm all deposits with account entries in UniFi. Ensure segregation of duties Whenever possible, incoming mail should be opened by two persons. The person responsible for checking that the processed Cash Report agrees to the cash received should be independent from the person responsible for receiving monies and preparing the deposit. The person responsible for checking the accounts in UniFi should be independent from the person responsible for preparing the deposits. Employees who process credit card transactions and balance the daily batches should be segregated from the person who checks the general ledger to the monthly credit card statement. For credit card payments Determine if accepting credit cards would benefit the department. Complete merchant application form. Provide proper department controls regarding who may process credit card transactions (i.e. administration card required for return transactions) Follow University Functional and Technical guidelines for acceptance of payments over the internet.
Treasury Office	Negotiate all contracts with financial institutions and credit card companies. Verify and confirm amount deposited agrees to Cash Report total. Forward deposits to the bank by armoured car service. Reconcile bank accounts. Segregate the reconciliation of bank accounts from the person(s) processing the deposits. Advise and educate departments in proper procedures. Establish department's merchant accounts for processing debit and credit card transactions. Advise departments of processing down time.
Information Technology Services	Ensure University of Saskatchewan payment page web site is secure. Ensure University web site technical standards are adhered to.
Audit Services	Perform audits on a routine basis. Investigate complaints of financial irregularities
Insurance Services	Maintain adequate insurance coverage to protect the University's assets from theft and misappropriation.

Types of Deposits:

1) Cash and Cheques

2) Electronic Payment

Electronic payment is a common payment method that improves customer service, reduces the risk associated with processing cash and can bring efficiency to the cash collection process. In particular, the use of technology in conjuction with the internet provides easy access for many and the use of credit or debit cards is essential when sales are conducted electronically. Inquiries related to establishing electronic banking can be directed to the Treasury Office at 966-6688. There are two major types of electronic payments:

1. Electronic Fund Transfers

   Remote customers of University departments often prefer to transfer funds by means of a wire transfer. This payment method speeds up the payment process and ensures the monies are deposited in a valid University account. Details on providing the correct wire transfer instructions must be obtained from the Treasury Office.

2. Debit and Credit Cards

   Departments are encouraged to establish accounts to accept debit cards at locations where cash is routinely handled. The cost associated with processing debit cards is small in comparison with the reduction in risk associated with cash. Departments must establish debit and credit card accounts through the Treasury Office.

Prohibited Activities

Certain credit and debit card activities are prohibited by credit card companies. Prohibited activities include, but are not limited to:

• The procurement of cash from the University, including cash advances and amounts over a sale amount. Travel advances are available on the University Diners Club card.
• Adjustment of the price of goods or services based upon the method of payment (i.e. charging a premium to a customer paying by credit card is prohibited under the terms of agreement with the credit card companies).
• Goods or services prohibited by law.

Fees

University wide rates based on the type of card, the number of transactions, the average dollar amount of transactions and the total dollar value of all card sales are negotiated by the Treasury Office. Merchants are charged a merchant discount rate on all credit card transactions and transaction and rental fees depending on the method of processing selected. Refer to RATES section for the fees currently in effect. At month end these fees, which are charged to the University by the bank, are posted to the Financial Information System ("UniFi") FOAPAL that was identified by the department when the merchant account was established. Units must not negotiate their own contracts for these services. For more information, contact the Treasury Office at 966-4648.

Security

Debit and credit card transactions must be treated with the same level of security as when dealing with cash. Individual credit card information is confidential. Failure to maintain strict controls over this information could result in unauthorized use of a credit card number, financial problems for the customer and liability for the University.

Credit card information should be treated as carefully as any other confidential information.

• Departments must ensure that employees are made aware of the importance of protecting cardholder data and are aware of University policies or procedures related to privacy and confidentiality of data.
• Customer records located within units should be stored in locked cabinets, and access limited to those employees who require the information to perform their stated job function.
• Confidentially destroy credit card receipts after two years.
• Utilize central University pay page and secure web site in order to accept credit cards through the internet. For information on establishing an e-commerce web site see the E- Payments section of this procedure.

Procedures: Department

Cash and Cheques:

• Record Amount Received:

  To provide assurance that all monies received are deposited to University accounts, departments must establish a procedure to record the receipt of all monies and ensure subsequent deposit of those monies. If you need assistance establishing a system, contact the Treasury office at 966-4648.

• Issue Receipt:

  Issue a numbered receipt with the date and amount of payment to the payee for all payments received in the form of cash. Cash and cheques on hand should balance to these receipts. The receipt may be in the form of a cash register slip, license, certificate or similar document. Receipts for donations are issued through University Advancement. All monies received as donations must be sent to University Advancement, Room 227, Kirk Hall.

• Keep Deposit Intact:

  Cash received in the department represents income, expense recovery or a deposit, e.g. key deposit. It should be deposited in its entirety and appropriately recorded in the accounts.

  Under no circumstance can it be used for expenditures, e.g. to supplement petty cash or to cash personal cheques.

  Cheques should not be made payable for an amount greater than the service or goods being paid for. Change is not to be disbursed for payments made by cheque.

• Verify Cheque Details:

  Before accepting cheques, money orders, bank drafts or traveller's cheques, verify the following details:

  • Date

    Personal cheques are only valid for a period of six (6) months.

  • Payable to
    • Should be payable to the University of Saskatchewan.
    • Cheques made payable to a department within the University are also acceptable but must be endorsed as follows: "Department of______; affiliated with the University of Saskatchewan."
    • Third party cheques (i.e. cheques not made payable to the University or a department thereof) are not to be accepted unless pre-approved by the Treasury office.
  • Body and Figures

    The written amount (body) must agree with the numeric amount (figures).

  • Signature

    All personal cheques, certified cheques and travellers cheques must be signed. Bank drafts and money orders do not require signatures.

  • Currencies

    The currency of the cheque must be the same currency used by the bank from which it is drawn. For example - cheques that are drawn on a bank in the U.S. cannot be changed to Canadian dollars.

  • Encoding

    Cheques normally have a micro encoding line on the bottom of the cheque. This line contains the information necessary for our bank to recover monies from the issuing bank. If there is no encoding line, our bank must send the cheque for collection. The University is charged a minimum $50 service fee in these cases. Contact the Treasury Office prior to accepting cheques without an encoding line as they may not be negotiable.

  • Do not alter any cheques

    Any changes to a cheque must be initialed by the person who signed the cheque.

• Restrictively Endorse Cheques:

  Immediately upon receipt, all cheques must be restrictively endorsed. The endorsement stamp should identify the department depositing the cheque to assist in tracing NSF cheques.

  Stamp or write on the back of each cheque:

  For Deposit Only
  University of Saskatchewan
  "Department" (example "Commerce")
  

Electronic Payments

Debit and Credit Cards:

Determine if accepting credit cards would benefit the unit:
Departments should evaluate the cost and benefits to the unit of accepting debit and credit cards. To assist in determining the costs, please refer to RATES section of this procedure.

Choose method of processing transaction:
There are three accepted methods for processing transactions at the University. Departments may choose one or more methods depending upon sales volume, convenience or cost. The three processing methods are detailed below:

1. IVR Processing - Credit card payments are processed by means of a touch tone phone. This processing method is only recommended for small volume departments.
2. Terminal and Printer - The department rents an electronic terminal and printer which are connected to the credit card processing centre by telephone lines. Credit card authorization is obtained by swiping the customer card or keying the information on the terminal pad. Debit cards must be swiped. The terminal must be logged off at the end of the day to transmit the receipts to the bank.
3. Secure Web site - This is the required method for processing credit card transactions on the internet. The unit establishes a web site that links through the central University pay page to the payment processing service. Transactions are automatically sent daily to the bank via the payment processing service. The web site must adhere to University of Saskatchewan standards for privacy, security and disclosure outlined in the E-Payments section of this document.

Complete Merchant Application Form:
To establish a merchant account, complete the Merchant Account Application form.

Establish proper internal controls:

• Segregation of duties - ensure that segregation of duties exists in accordance with generally accepted accounting standards.
• Accept credit cards only for allowable purchases.

Receive Merchant Information:
Moneris Solutions, the University card processor, will send an information package related to the merchant account number and setup required directly to the merchant. The Moneris merchant manuals are also available in PDF format in the Downloads section of the Moneris web site. In addition to the merchant manual, Moneris also publishes an e-Select Plus User Guide for merchants wishing to accept payments over the internet.

Training on the account initialization and processing steps is available through Moneris Solutions and the Treasury Office.

Process Debit or Credit Card Payments:
All cards are designed with special security elements to deter counterfeiting and alteration. When presented with a card, look for the following:

• Check the signature and expiry date.
• Compare account numbers – is the card number embossed on the card exactly the same as the account number printed on the sales draft and displayed on the terminal.
• On credit cards - do the pre-printed digits match the first four digits of the embossed account number and are the last 4 numbers embossed on the hologram.

Do not alter any faxed or mailed credit card information
Departments may choose to accept credit card information when the card holder is not physically present. Any increase in the amount being paid must be authorized by the card holder.

Transmit Information to Bank:
Funds are not transmitted to the Bank until the Batch is closed. Batches must be closed and balanced to your department's internal records daily. Information on batch closing procedures is contained in the Moneris Merchant Manual. To close a batch:

• IVR Batch - close manually
• Point of Sale "POS" terminal - close manually
• On-Line (e-Payment) Batch - automatically closes at 6:00 p.m. daily.

Reconcile Transactions:
Issue a numbered receipt to the payee identifying the date, amount and the payee.
Balance individual sales slip totals to the Moneris batch totals. Batch totals are available as follows:

• IVR - via telephone
• Printer & Terminal - TransSelect Batch Recap Summary
• Web - E-Select Plus on line report.

Refunds:
Refunds may be processed back to the credit card which was originally charged with the transaction for an amount up to the original authorized amount. Refer to the Moneris Merchant Manual for information on processing refunds.

Chargebacks and Sales Draft Copy Requests:

A chargeback is a debit to a merchant's account from a previous sales transaction. The reasons for chargebacks can be due to:

• errors made by the merchant in the submission of their credit card transactions
• non-authorized transactions
• disputes from cardholders.

When a cardholder dispute occurs, Moneris will send the merchant a "Sales Draft Copy Request" which asks for a copy of the receipt as proof that the cardholder authorized the sale. Please respond to the notices within the timeframe indicated on the notice and provide a copy of the transaction record (on-line receipt or email), waybills or proof of delivery (with signature of recipient). If you do not reply to these requests and can't provide the proof of purchase/delivery, the chargeback will remain on your account.

Telephone/Mail order and e-commerce orders may have a higher risk for chargebacks if the guidelines for accepting Card Not Present transactions are not follewed. The fact that you obtained an Authorization approval number does not mean that the transaction is a guarantee of payment. The authorization only tells you that the card is a valid credit card and that there is enough funds remaining on the card for the amount of the transaction.

Prepare Daily Cash Reports

Why prepare a Daily Cash Report?
When monies are received in any department in the University, the objective is to deposit them promptly and record the information correctly in the University's financial system. The Daily Cash Report collects all of the required information for the Treasury Office, the bank and the department submitting the report. By retaining a copy of the report, the department has a detailed record of the amounts deposited to verify to the accounting records.

When to use a Daily Cash Report:

• For control purposes, it is required to always use a Daily Cash Report when depositing cash.
• The Daily Cash Report is also recommended when dealing with large volumes of similar payments where the individual information is not required in UniFi (for example book or computer sales; application fees).
• Daily Cash Reports should not be used for payments of charitable donations (which must be processed through University Advancement), or payments for grants and contracts.

Individual and one time payments:

Grants and contracts are examples of the types of payments which are required to be entered individually in UniF in order to ensure proper internal and external reporting. When it is necessary to have an individual payment itemized in UniFi, the department may choose to either use a separate Cash Report for each item, or submit the cheque with a memo containing the coding to the Treasury Office. The department must include a contact name and number and keep a record of the item forwarded for deposit in case additional information is required.

Completing the Daily Cash Report Form:

The Daily Cash Report form is available on the FSD web page.

To see a sample Daily Cash Report see the Forms section of this procedure. Cash, cheques and electronic payments of credit and debit cards may all be included on one Daily Cash Report. Exceptions to this are itemized in the Separate Cash Reports section below.

Separate Cash Reports:

Separate Cash Reports are required in the following cases:

1. Foreign currency cheques (i.e. U.S. dollar cheques) - cheques drawn on a U.S. bank must be in U.S. currency.
2. Cheques that do not have a micro encoding line.

Cash Listing

Bills and Coins

• Arrange bills face up with the heads all facing the same way.
• Bundle bills in same denominations of 50 bill lots and secure with an elastic.
• Roll coin if there is enough coin to fill a coin roller. Coin rollers are available from the Treasury Office (call 4605).
• Loose coin should be put in coin envelopes with the amount listed on the front.
• Include one and two dollar coins in the coin amount.
• Complete the cash section of the report accordingly, checking the multiplication and addition carefully.
• List Total Cash

Cheques

• Do a separate Cash Report for foreign currency cheques (ie. U.S.$) and cheques without bank encoding.
• Money orders are considered cheques.
• Make an adding machine tape listing all of the cheques and attach listing to the cheques with an elastic or paper clip.
• Do not include more than 100 cheques on any one Cash Report.
• Fill in the Total Cheques amount.

If you have any doubts or questions on unusual cheques - please call the Cashiers at 4605.

Electronic Payments

• Electronic payments for Debit Cards and Credit Cards can be included on the same Cash Report as cash and cheques.
• As monies are not transmitted to the Bank until the Point of Sale "POS" terminal or IVR batch is closed, terminals should be closed off and balanced daily.
• Close off your POS or IVR terminal by following the instructions in the Merchant Manual. For POS merchants, a two part Batch Recap Slip will be printed which summarizes all transactions since the last log off. The recap breaks down the total deposit by debit card and each type of credit card accepted at the department. The bottom of the recap slip should read "BATCH # xxx CLOSED (BAL-YES)". This message indicates the terminal has been closed off correctly and the monies have been transmitted to the Bank. If you need help determining if your terminal has closed off correctly, contact the Cashiers at 966-4605.
• Total the department copy of the individual sales slips and reconcile to the Batch Recap total or IVR total.
• Attach one copy of the Batch Recap Slip to the Daily Cash Report.
• Enter the totals on the applicable lines on the Cash Report.

Total Deposit

• add the total amount of all payment types and fill in the "Total Deposit"

CFOAPAL Information:

• This section identifies the UniFi accounts to be credited with the deposit. Using the correct information is critical to ensure:
• the right department is credited with the revenue
• amounts are reported correctly for internal as well as external reports (i.e. Maclean's Survey)
• Refer to the UniFi Chart of Accounts for detailed information. If you require additional assistance, contact the analyst in Financial Reporting who is assigned to your department. Refer to FSD Department Contacts to see who is responsible for your department.

Fill in the appropriate CFOAPAL information and amounts then add up the total credits.
Check the addition and ensure that the Total Credit in the CFOAPAL section equals the Total Deposit.

Submit Deposit and Cash Report

Monies can be deposited in one of three ways

1. To the Cashiers - Treasury Office
   • Place the Daily Cash Report along with cash, cheques and one copy of any Credit Card batch summary in a deposit envelope.
   • Deposit envelopes are available from the Cashiers.
   • Deliver the deposit envelope to Cashiers, Treasury Office, Room E40, Administration Building. Do not send deposits containing cash through the Campus Mail.
   • The Treasury Office is open from 8:30 a.m to 4:30 p.m. Monday to Friday.
   • A night deposit box is available for departments requiring this service. Please contact the Cashiers at 966-4605 for further information.
2. Armoured Car Service
   • Departments can arrange for armoured car service to transport your deposit directly to the Bank. Arrangements must be made through the Treasury Office.
   • Deposits sent directly to the bank are for cash and cheques only.
   • Complete Royal Bank of Canada Deposit Slip. Attach top 2 copies of the Deposit Slip.
   • Place top two copies of the Royal Bank deposit slip, cash and cheques in a deposit envelope. Deposit envelopes are available from the Cashiers.
   • Place Daily Cash Report in a separate envelope addressed to "CASHIERS, Treasury Office".
   • Give the deposit envelope and cashier envelope to the armoured car guard. The deposit will be taken directly to the bank and the envelope to the Treasury Office for receipting.
3. Remote Branch Location
   • Departments not located in Saskatoon can arrange to deposit monies at a Royal Bank branch outside of Saskatoon. Arrangements must be made through the Treasury Office.
   • Deposits sent directly to the bank are for cash and cheques only.
   • Complete Royal Bank of Canada deposit slip.
   • Place top two copies of the Royal Bank deposit slip, cash and cheques in a deposit envelope. Deposit envelopes are available from the Cashiers.
   • Deliver deposit to the Royal Bank of Canada branch closest to your location.
   • Fax a copy of the Daily Cash Report and deposit slip to: Treasury Office, Fax # (306) 966-8306. Send originals in the mail to Treasury Office, Room E40 Administration Building, 105 Administration Place, Saskatoon, SK, S7N 5A2.

Reconcile Deposit to Accounting Records:

A crucial step in ensuring University monies are safely deposited and correctly recorded is to check each deposit to the accounting records. This final step is important in the financial control over monies and must not be overlooked or delayed.

Segregation of duties:

The responsibility for checking the processed Daily Cash Report and the department UniFi funds should be separated from the persons responsible for receiving monies and preparing the deposits. Receive Cashier's Receipt: The Treasury office returns the yellow copy of the Daily Cash Report along with a cashier receipt to the department after it has been processed.

Check Cashier's receipt:

• Check to make sure that the Cash Report number on the receipt is the same as the Cash Report number on the copy retained by the department when the deposit was sent in.
• Check to make sure that the total amount deposited and the UniFi account codes listed on the cashier's receipt are the same as the amounts and account coding on the copy retained by the department.
• Check the internal accounting records to UniFi.
• If there are ANY discrepancies, contact the Treasury Office for clarification or correction of a keypunching error. Concerns over numerous discrepancies should be communicated to Audit Services at 966-4916.

Filing:

• Maintain copies of Cash Reports and Cashier Receipts for a period of seven (7) years.
• Maintain copies of credit card vouchers for a period of two (2) years. Credit card vouchers contain confidential information and must be stored in a secure location and confidentially destroyed.

Procedures: Treasury Office:

Verify and Confirm Deposit

Process Receipt

• Input the account coding as listed on the Daily Cash Report into the General Receipting System ("GRS").
• If the credits do not balance to the Total Deposit amount, phone the contact person in the department for clarification.
• Once processed, print two (2) receipts. Attach one copy of the receipt to the Daily Cash Report and initial in the section provided.
• Return the receipted copy of the Daily Cash Report, along with the receipt, to the appropriate contact person in the department.
• Forward the second copy of the receipt to the person responsible for performing bank reconciliations in the Treasury Office.  File Treasury Office copy of Daily Cash Report.

Deposit Monies in Bank

• Complete Royal Bank of Canada deposit slip. Place top two copies of deposit slip and cash register tape along with deposit in a deposit bag.
• Complete log book for armoured car service.
• Store deposit bag in vault until transferred to armoured guard.

Reconcile Bank Accounts

Segregation of duties

The responsibility for reconciling the bank accounts is segregated from the persons responsible for receiving and preparing the deposits.

Bank accounts are reconciled routinely and promptly. The reconciliation is reviewed and approved by a senior official of the department.

Verify that amounts deposited in bank correspond with receipts received from Cashier and the monthly FRS reports.

Investigate discrepancies between the bank's records and the University records. Advise departments of any problems if applicable. Advise Audit Services of ongoing problems or financial irregularities.

E-Payments

General

Use of the internet to accept credit card payments brings with it additional responsibilities in the areas of privacy, security, disclosure and business integrity

The University requires that departments choosing to accept credit cards via the internet use the University designated payment processing service. In setting up their web sites, units are required to reference and access this service for payment processing. Use of the central service assures the strictest controls are kept over electronic credit card information and the University is protected from liability.

The University of Saskatchewan has adopted minimum standards to be used in the above areas including minimum technical standards which must be adopted to connect to the University e-payment provider. The current technical standards required to connect to the approved e-payment provider are contained in the Technical Standards Guide produced by Information Technology Services.

Receipts

The department's application is responsible for providing an on-line receipt to each customer. In accordance with credit card company regulations, the following information must be included with the receipt:

• Cardholder name
• Transaction Date
• Transaction amount & currency
• Authorization Code
• Merchant name - use the same merchant name on the receipt (University of Saskatchewan) as on the web site
• >Merchant on-line address
• Description of product or services
• Refund policy

Disclosure

Ensure that your department web site discloses to the customer:

• Privacy and security information.
• That personal information is not sold or disclosed to third parties and unless authorized by the customer or required by law.
• The name and co-ordinates of the person to contact with complaints about the web site, the privacy policy or to update information.
• The terms and conditions of the sale including refund policies.
• The hours of availability of the web page.
• The customer services contact name, email address or phone number and hours of availability.

See Disclosure for a sample format of a recommended disclosure statement.

Privacy

Departments accepting payments on line must:

• Comply with legislated privacy policies.
• Maintain effective controls to provide reasonable assurance that personally identifiable customer information obtained as a result of electronic commerce is protected in conformity with
• Give the customer a choice to limit the use of information provided or disclose the consequences if certain information is not provided.
• Include a contact name and phone or email number for customers to complain about privacy.
• Include privacy information on the Disclosure page.

Security

The department must take reasonable precautions to protect the information from loss, misuse, unauthorized access, disclosure, alteration and destruction. Include security information on the Disclosure page.

In addition to the security standards required for hard copy files, additional security is required for the maintenance of electronic data files:

• Install and maintain working firewall to protect data accessible over the internet.
• Encrypt the transmission of cardholder information across open networks using SSL encryption.
• Do not store the full credit card number in any electronic form.
• Do not allow external requests for information to directly access internal systems and or data.
• Use and regularly update anti-virus software.
• Maintain audit logs.

Business Practices and Transaction Integrity

Ensure that your department takes reasonable care to ensure that the information it collects is relevant for the purposes for which it is to be used and disclose how the information is used in the Disclosure

Customer Options

Give the customer information:

• The name and contact information of the person to contact with complaints about the web site, the privacy policy or to update information.
• The terms and conditions of the sale including refund policies.
• Hours of availability of on-line service.
• Choices to limit the use of information provided or state the consequences if certain information is not provided. (For example, if a customer prefers not to provide the required information on-line, an alternative may to be mail the information to the department.).

Availability and Confidentiality

Ensure that your department takes reasonable care to ensure that the web page is readily available to the customer during the hours stated.

The department must take reasonable care to ensure that the information is kept confidential.

Definitions

Authorization #

The number returned by the credit card provider that tells you that the credit card number entered is valid and that there is a credit remaining on the card for the amount of the transaction. It does not authenticate the person using card is the card holder.

Chargeback

The deduction of a disputed sale previously credited to a department's account when the department fails to prove that the customer authorized the credit card transaction.

Customer

An individual or other entity that makes a payment to the University for goods or services.

Floor Limit

The minimum transaction amount that can be processed by credit card without receiving authorization from the credit card company.

Merchant

A college, department or other University entity that accepts credit cards as a method of paying for goods, services, information or gifts.

Merchant Account

An account established for a merchant by the bank. Separate merchant accounts for each department are required in order to credit sale amounts, and debit processing fees, to the appropriate department.

Merchant Discount

A percent of the transaction or sale that is paid to the credit card processor for the total transactions each month. The negotiated Merchant Discount Rate is based on the University's average monthly VISA/MasterCard dollar volumes and the average transaction dollar size.

Personal Information

Information about an identifiable individual. It can include your full name, address, telephone number, date of birth, email address and any other information that identifies who you are or would allow someone to contact you.

SSL Secure Sockets Layer (SSL)

Protocol which provides a high level of security for Internet communications. SSL provides an encrypted communications session between your web browser and a Web server. When sensitive information is being sent over the Internet between your browser and a web server SSL verifies that the information has not been altered in any way en-route.

CONTACTS

For questions about specific issues, call the following offices:

Subject	Contact	Telephone
Electronic Banking Inquiries	Treasury Assistant	966-4648
Receipting Inquiries	Cashiers	966-4605
UniFi Account Codes	Financial Reporting	966-8303
Financial Irregularities	Audit Services	966-4915
Establish Electronic Banking	Treasury Assistant	966-4648
Moneris Equipment Problems	Moneris Solutions	1-866-802-2637
Establish E-Payment Web Page	Treasury Assistant	966-4648
E-Payment Pay Page Problems	ITS Epay Support

RATES

Card	Merchant Discount Rate	Transaction Rate
Visa	1.62% to 1.97% *	no charge
MasterCard	1.64% to 2.8% *	no charge
American Express	1.75%	$.05 / transaction
Debit Card		$.0832 / transaction
Web Based Processing:      Moneris      ITS		$.12 / transaction $.80 / transaction $45.00 / month
	*  Discount rate varies depending on card type and processing method. Contact Treasury office for details.
Equipment Rental Charges		Transaction Rate
IVR Fee		$6.00 / month
Transelect (Interac) Terminal and Printer ** (electronic authorization and processing)		$35.00 / month
On-line Account		$35.00 / month
** Plus telephone line charges - contact Facilities Management for quote
Other Charges		Transaction Rate
Web Based Processing Set-up Fee (one-time flat fee)      Temporary accounts (less than 6 months usage)      Permanent accounts (greater than 6 months usage)		$500 $1,000
Chargeback Fee		$15.00 / item
MasterCard Chargeback Fee		$80.00 / item

Forms

Versions		Document Name	Help
		Daily Cash Report
		E-Select Information Form
		Merchant Account Application
		Sample Disclosure Statement (click on Help)