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Treasury Services has the following responsibilities with regards to the acceptance of credit cards (Visa, MasterCard, Discover, and American Express cards) on the University of Michigan campuses:
- Answering any questions concerning accepting credit cards by various business units, schools or colleges on the University of Michigan campuses.
- Issuing and maintaining all equipment necessary to accept credit cards on all University of Michigan campuses.
- Reviewing and approving all departmental requests for a merchant account.
- Monitoring merchants' compliance with PCI DSS, this also includes providing guidance to merchants coping with PCI issues.
- Serves as the first point of contact for any credit card inquiry for the university.
Becoming a credit card accepting merchant
In order to accept credit cards, departments/units must review and complete the:
- (Main department contact take) MyLINC Merchant Certification course - gives overview of credit card acceptance & the required responsibilities
- Merchant Services policy document
- Merchant registration form or Internet merchant registration form
Both documents are to be returned to the:
Treasurer’s Office/Card Services
10090 Wolverine Tower
3003 S. State St.
Ann Arbor, MI 48109-1283
Departments/units that wish to accept credit cards through their university website must first schedule a meeting with Matt Deseck (734) 615-2103 or Dave Doyle (734) 647-7440
in the Treasurer’s Office. If appropriate, the unit would then complete this Internet merchant registration form instead of the regular merchant registration form.
Upon receipt of these documents, Vantiv, U-M's credit card processor, will be notified of your request to become a merchant with the capability of accepting Visa, MasterCard, Discover, American Express for payments. Vantiv is the credit card processing vendor utilized by the University of Michigan. If at any time you have a question or concern about accepting credit cards, contact Lisa Kokas (734) 615-6123 and she will assist you with your situation.
It will take approximately three weeks for merchant numbers to be requested/set up and to obtain the equipment as needed. A training session for you and your staff with Treasurer's Office Merchant Services will then be scheduled if desired. The training will take approximately 1 to 1-1/2 hours and the time will be coordinated to meet everyone's needs.
Equipment & supplies
New merchants will be required to purchase their own equipment. Non-Internet merchants will be required to purchase one terminal/printer. Every non-Internet merchant location is also required to have a manual credit card imprinter in the event of terminal failure, authorization network down, or a “damaged” magnetic stripe on a customer’s credit card. (See Section 3.3 of the Merchant Card Policy.)
If you experience problems with your equipment, please contact Lisa Kokas (734) 615-6123 in the Treasurer’s Office. She will assess the problem and if necessary replace the equipment. Supplies and signage (Visa/MC logo stickers) are free of charge if ordered through Vantiv. Terminal supply orders.
The following is a list of equipment that must be purchased by non-Internet merchants:
Each card transaction must be accounted for; however, merchants will not need to prepare any general ledger journal entries to book payment card transactions as income. All U-M merchants are set up with an automatic feed into the general ledger (GL). The income will flow into the accounting information/chartfields that were provided when setting up your merchant account. If at any time a merchant wishes to change their chartfields, they should complete the change/termination form with the appropriate changes. Please forward the form to Lisa Kokas - Treasurer’s Office, 10090 Wolverine Tower, campus zip 1283 and she will have the data changed. It is the merchant's responsibility to ensure that the data is correct. It is important to keep the receipts from all transactions and the end of day batch totals for this purpose.
Each merchant will receive monthly statements directly from the university's credit card processing bank, Vantiv, for reconciliation purposes showing each batch submitted. It is the merchant's responsibility to verify that this information is correct.
Other reference materials
Merchant Tip of the Month