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Financial Operations

Merchant Payment Card Loaner Program

If your department needs to accept credit cards for a one-time, special event, the PCI Team has a solution:   a payment card terminal and/or an online storefront.  This loaner program is available to all W&M departments. 

For in-person/phone orders, departments can request to use the Clover Flex payment card terminal.  For online sales, departments can use an online storefront through the university’s eCommerce platform, Touchnet Marketplace.  Both solutions are PCI compliant and do not require a new merchant account.  Departments are responsible for ensuring all processes, procedures, and technologies follow the security standards dictated by the PCI DSS and as approved by Financial Operations, Information Technology, and the PCI Committee.  

To get started please contact the PCI Committee (pci@wm.edu) to have a conversation about your department’s needs.

Clover Flex Loaner Program

  • The payment card terminal will be a Clover Flex device. The Clover Flex will be set to work on the W&M wireless network unless cellular is needed. The Cashier’s Office will set up accordingly.
  • The terminal accepts Visa, MasterCard, Discover and American Express credit and debit cards.
  • The Clover Flex can accept chip, tap and traditional swipe cards.
  • There is no cost to use the terminal itself; however, the department is responsible for all payment card processing fees (typically 2-4% of the transaction amount) which are accessed by MC, VISA, DISC, AMEX and our payment card processor. Department is also responsible for transactions and associated fees disputed by your customers (“chargebacks”).  
  • The department is responsible for securing the terminal at all times.
  • The department is responsible for loss or damage of the borrowed payment card terminal. Replacement cost is estimated at $700.
  • All training must be completed and confirmed before the device is provided.
  • The terminal is for in-person and phone orders only. Email and Fax orders cannot be accepted as they violate PCI DSS and W&M policy. Cardholder data MUST NOT be written down or stored.
  • Only those employees who have completed training and provided a Clover Flex PIN are authorized to handle credit cards for said department.
  • The Requestor must pick up, sign for and return the payment card terminal in person at the Cashier’s Office in Blow Hall. The package consists of the following:
    • Box/Carrying Case
    • Clover Flex Terminal
    • Electrical Cord and charging base

TouchNet Marketplace Storefront Program

  • A TouchNet Marketplace Storefront will be created under the W&M Sales (loaner program) merchant ID.
  • The department will be responsible for working with the W&M TouchNet administrator to build out the storefront and products, etc.
  • The store accepts Visa, MasterCard, Discover and American Express credit and debit cards.
  • The store is for online sales only. All sales must be initiated and completed by the customer.  W&M personnel are not allowed to process a transaction through the storefront on the customer’s behalf.
  • Email and Fax orders cannot be accepted as they violate PCI DSS and W&M policy.
  • Cardholder data MUST NOT be written down or stored.
  • There is no cost to use the TouchNet Marketplace Storefront; however, the department is responsible for all payment card processing fees (typically 2-4% of the transaction amount) which are accessed by MC, VISA, DISC, AMEX and our payment card processor. Department is also responsible for transactions and associated fees disputed by your customers (“chargebacks”).  
  • The department is responsible for monitoring sales and answering any customer related questions.
  • The Requestor is responsible for requesting access to TouchNet for self and other team members using the RequestIT/TouchNet Access request form.
  • All training must be completed and confirmed before access to the storefront will be enabled.
  • Only those employees who have completed training and been provided access to TouchNet Marketplace are authorized to handle credit cards for said department.
  • The Requestor will be the acting store manager and work with W&M TouchNet Administrator on the setup and execution of the storefront.

Procedures

  1. Contact the PCI Committee (pci@wm.edu) to discuss the need to accept credit cards on a temporary basis.
    • Confirm usage of the Clover Flex. Confirm it is available for use during the specified time.  If available, the requesting department will be instructed to proceed to Step 2.  (DO NOT COMPLETE Step 2 until you discuss the need with the Cashier’s Office.) The Clover Flex must be reserved at least 7 business days in advance of your event and is available on a first-come, first-serve basis. Use of the Clover Flex is for sanctioned university approved events.
    • Confirm the usage of a TouchNet Marketplace Storefront.
  2. Complete and return the Application to Process Credit Cards – Loaner Program
  3. Complete required training. This will take at least 60-90 minutes. (All team members handling credit card payments are required to complete this training before either the Clover Flex or TouchNet Marketplace Storefront can be used.)
    • The Cashier’s Office will contact the Requestor regarding the required training. Training is located in Cornerstone (for employees) and Blackboard (for students/volunteers).  The training consists of the following:

(Clover Flex)

  1. Submit a Clover Flex Access Request form for each employee who will be using the device AFTER training is completed. Once forms are received, Clover Flex training will be scheduled.
  2. Acknowledge receipt of Clover Flex device, signature required by requestor.
  3. Accept and process payment cards on the day(s) of the event.
  4. Close out sales. (Specific Close out procedures will be established between the Cashier’s office and the department when the device is loaned out.  In general, the payment card terminal must be closed out at the end of each day.  A copy of the batch settlement report and deposit transmittal should be prepared daily and sent to Cashier’s Office by the next business day for recording in Banner Finance.)
  5. Return all the equipment including the box/carrying case, terminal, electrical cord and charger base to the Cashier’s Office by the first business day after the event.
  6. Cashier’s Office will review/inspect the Clover Flex and ensure activity is closed out, access is terminated, wireless is reset if applicable.)

(TouchNet)

  1. Submit a Request IT Access to TouchNet for each employee who will need access to the storefront.
  2. Work with the W&M TouchNet Administrator on the setup of the TouchNet Store.
  3. Review TouchNet storefront functionality and acknowledge setup is complete.
  4. Confirm the go live date of the store with both the TouchNet Administrator and Cashier’s Office.
  5. Monitor sales and answer inquiries, as needed.
  6. Confirm all monies are in the Department’s Banner Index/account.
  7. Confirm the date the store goes off-line with both the TouchNet Administrator and Cashier’s Office.
  8. Cashier’s Office will process merchant fees invoice to charge the respective account.