Payment Card Acceptance Forms and Resources
In accordance with Financial Procedures Manual Section 4125.100,
all payment card activity at James Madison University must be approved
by the Assistance Vice President for Finance prior to implementation.
It is the policy of James Madison University to fully comply with the
Payment Card Industry Data Security Standards (PCI DSS) as implemented
by the PCI Security Standards Council. Thus, we require each department
on campus that accepts payment cards to submit the following documentation
to the University Business Office:
Annual Payment Card Training
All JMU Faculty, Staff, and Student Employees who accept payment cards on behalf of James Madison University
are required to attend initial training upon new hire and annually thereafter. It is the Merchant Head's resposibility
to contact the University Business Office at 8.7908 to set up initial training upon new hire. Merchant Heads will be notified
by the University Business Office when all departmental members must complete annual online training.
Employee Request for Online Payment Card Website Access
•Employee Request for Online Payment Card Website Access
This form is required when requesting new access or deleting current access
for employees to First National Merchant Solutions' or American Express' online
transaction website. It is the responsibility of the department to notify
the University Business Office via this form when an employee with online
access has left the department. Submit completed form to the University
Business Office at MSC 3516.
This agreement is required to be reviewed by the Merchant (Department) each
fiscal year. The last page must be signed by the Department Head and
submitted each fiscal year to the University Business Office at MSC 3516. The agreement
will be provided to all campus merchants at the beginning of each fiscal year.
New Merchant Setup Request
•Departmental Request to
Accept Payment Cards
•Sample of form
This form, along with the approved Business Activity Synopsis, is required to
request approval to begin accepting payment cards as a form of payment in your
department for the first time. As stated in the Financial Procedures Manual Section 4125
"Payment Cards," all payment card activity must first be approved by the Assistant Vice
President for Finance. Submit completed form to the University Business Office at MSC 3516.
Payment Card Change Request
•Payment Card Change Request
•Sample of form
This form is required when requesting permission to change any type of your
pre-approved business activities within your department for which cards are
accepted. Submit completed form to the University Business Office at MSC 3516.
Payment Card Merchant Fee Processing
•Payment Card Merchant Fee
This document outlines the processes in which your department will be
charged for merchant fees based on the types of payment cards you choose
Request for Temporary Payment Card Terminal
•JMU Request for Temporary
Payment Card Terminal
•Sample of form
This form, along with approval to collect funds from the Assistant Vice President for Finance is
required for a department to request approval for temporary use of a wireless Payment Card Terminal.
Submit completed form to the University Business Office at MSC 3516.
Staff Terms of Agreement
•Staff Terms of Agreement
This agreement is required to be signed by the employee and the Merchant
or Department Head. By signing this agreement, the employee acknowledges
that he/she will come in contact with sensitive payment card data and
security standards must be followed in conjunction with this data. This
agreement only needs to be submitted once by the employee at the time of
hiring. Submit completed form to the University Business Office at MSC 3516.
Criminal Records Report/Background Check
Time Staff Criminal Records Report/Background Check
Employee Criminal Records Report/Background Check
This form is required by all employees (faculty, staff, and students)
to authorize James Madison University to obtain a background check as
you will be working with sensitive data in regards to payment cards.
Faculty/staff completing this form during the initial hiring process
with the university do not need to submit another form. Submit completed
form for all faculty/staff to Human Resources at MSC 7009 and for all
student employees to SWEC Student Employment Office at MSC 3519.
Collection of Retail Sales and Use Tax
– This document
describes when the university department should collect sales tax and
the procedure for doing so.
Payment Card Industry Data Security Standards (PCI DSS)
Financial Procedures Manual Section 4125: Payment Card
University Policy 4501: University and Affiliated Business
University Policy 1210: E–Commerce
We are committed to quality customer service in order to prepare
students to be financially responsible, to provide support
and payment options for their families, and to protect
the assets of the university with accurate and timely financial procedures.