Responsibility
Merchant
Contact
Financial Services
Bank Card Committee
Financial Services must approve all bank card processing activities at the University. This includes processing transactions online (ecommerce), through an outsourced third party and through point of sale devices. Merchants are prohibited from entering into separate banking arrangements, including PayPal. This is to ensure that all units who process, store or transmit bank card information maintain a secure environment.
The Bank Card Committee must approve any new payment provider or payment gateway.
Please be aware that the approval process for implementing a new payment system will take a minimum of four weeks.
For more information on the approval process, please contact Financial Services - Banking.
Responsibility
Merchant
Contact
Financial Services
All costs associated with accepting bank card payments will be charged to departmental accounts centrally by Financial Services. These costs include (but are not limited to):
For more information on current fees and merchant discount fees, please contact the Accounting Assistant – Banking.
Responsibility
Merchant
Contact
Financial Services
Merchant Accounts must be established using the University's preferred payment processor(s). Any exception to this policy must be approved by the Bank Card Committee.
Once you have been approved, Merchants must establish a Merchant Account Number to process bank card transactions at Western University. To establish a Merchant Number, please contact the Accounting Assistant – Banking. The Accounting Assistant – Banking will also provide guidance on reconciling University accounts and the receipt and distribution of customer disputes.
Merchants must also obtain access to PeopleSoft Financials in order to record all revenues and bank deposits.
Responsibility
Merchant
Contact
Financial Services
Bank Card Committee
If you suspect there is a breach of cardholder data or your payment processing system, you must follow Western’s Security Breach Protocol. This protocol must be communicated to all individuals who have access to cardholder data and/or process bank card transactions at the University. A security breach would include lost, damaged, stolen or unauthorized use of a point of sale device or cardholder data.
If you have any questions or concerns on securing cardholder data or processing bank card transactions, please contact the Bank Card Committee.
Responsibility
Merchant
Contact
Bank Card Committee
To ensure that bank card transactions at Western University are conducted in the most secure, confidential and reliable method possible, Merchants must understand and abide by the following policies and procedures:
Merchants must also remain compliant with the most current version of the PCI DSS.
These documents can be found on our Policy and Procedure page.