Accepting Credit Cards for Payment

All campus departments must receive written approval from the Campus Credit Card Coordinator to accept and process credit cards for payments prior to signing any agreements for credit card services and/or equipment purchases.

This requirement is in accordance to UC BUS-49 policy, Section VI, Page 10.

The campus department must adhere to the following requirements when seeking approval:

• Prepare a business case including a cost/benefit analysis.
• Comply with Payment Card Industry Data Security Standards (PCI:DSS).
• Meet BUS-49 policy, Section XIII, Page 31 and UC Berkeley Procurement Policy for contracts and agreements.
• Transact through centrally supported payment gateways.

The Credit Card Coordinator will review departmental needs and recommend the most efficient and cost effective method available to process transactions for events, dining, tickets, merchandise and fees. The Coordinator can assist with:

• Identifying card acceptance/payment solutions
• Complying to PCI Data Security Standards
• Conducting vendor due diligence
• Meeting acquirer/processor setup requirements
• Deploying best practices
• Conducting training

The following grid provides various options for credit card payment solutions:

Credit Card Payment Solutions	Customer Interactions	For Consideration:
Swipe Point of Sale (POS) Terminal	Face to Face Mail Order/Telephone Order	Equipment purchase or rental must be from approved bank processor Requires telecommunication landline or IP connectivity
Virtual Terminal	Face to Face Mail Order/Telephone Order	Merchant manually enters transactions Dedicated PC – specific use only Stringent network and security protocols Requires IT System and Security approval
POS System – Inventory Management, Dynamic Reporting, Multiple Points of Sale.	Face to Face	Significant network and security protocols Requires IT System and Security approval for design and implementation
Online – Hosted Order Page (HOP) to Approved Payment Gateway	Card Not Present; enters online via personal device	IT Support
Online – Centrally Supported Third Party Vendor User Interface (UI) through Centrally Supported Payment Gateway	Card Not Present; enters online via personal device	IT Support
Online – Non-Centrally Supported Third Party Vendor	Card Not Present; enters online via personal device	Requires Business Case approval by Credit Card Coordinator Requires approval from UCOP or Controller Variance to Policy Requires IT System and Security approval Requires contract approval Requires PCI DSS attestation of compliance by vendor

For Information and Assistance, contact the Credit Card Coordinator at MerchantSupport@berkeley.edu.