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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.

Data Security

•Data Security

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.

Merchant Agreement

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
•Instructions
•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
•Instructions
•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 Processing
This document outlines the processes in which your department will be charged for merchant fees based on the types of payment cards you choose to accept.

Request for Temporary Payment Card Terminal

•JMU Request for Temporary Payment Card Terminal
•Instructions
•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

•Full- Time Staff Criminal Records Report/Background Check
•Student 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.

Additional Resources

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



Mission

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.