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9)Refunds or credits are to be pre-approved by management.They are to be processed to the original credit <br />card number charged.Any exceptions are to be made by the Department Head.Refunds and credits are <br />allowed under a reasonable time period established in advance by the department. <br />10)Departments may have more specific processes for accepting credit cards. <br />11)It is highly recommended that departments and offices utilize the same processor as the Treasurer. <br />Section 5:Processing Procedures <br />1)Transmission of Credit Card Information <br />a.Credit card information shall only be accepted in person,and the card must be present. <br />2)Card Present Transactions (Point of Sale) <br />a.Verifying identity through a picture ID is compulsory. <br />b.A receipt is provided to the customer. <br />c.The credit card receipt will show no more than the last four digits of the credit card number. <br />3)Retention &Destruction <br />a.All retention and destruction of shall be handled by the department receiving the payment. <br />b.There shall be no physical retention of the credit card data. <br />c.All transaction documentation and merchant receipts shall be stored in a secure (locked)area onlyforaslongasisnecessaryforproperrecordingofthetransaction. <br />d.All transaction documentation and merchant receipts shall be shredded when the retention period <br />has expired. <br />The following procedures should be followed in accepting credit/debit cards in the course of business: <br />1)Processing equipment should be procured to allow customer data entry,swiping/insertion of cards,and <br />automatic verification/approvalby the processing company. <br />2)Two receipts must be printed,one must be maintained by the County that is an original signed copy and the <br />other is the customer receipt. <br />3)For credit/debit card payments,the application must validate the credit card number and the expiration date. <br />As added measures of protection against fraud,unless impossible or unfeasible,the application should also <br />validate the Card Verification Value (CVV)and/or verify that the billing address (AVS)matches that of the <br />cardholder. <br />4)In order to avoid costly attempts at authorization and for fraud prevention,the application should release <br />the session from memory after three failed attempts at authorization. <br />Section 6:Accounting Procedures <br />Reconciliation shall be done by the department on a daily basis,and all credit card information will be handed over <br />to the Treasurer's office with the same frequency as any cash collected.Departments shall establish written <br />procedures related to daily processes for reconciliation. <br />1)A daily accounting process must be established to reconcile and record credit/debit card receipts. <br />2)The Treasurer requests that your daily credit card deposit be reflected on your receipt (along with other <br />currency types),and include a scan of your daily settlement when submitting your receipt on-line. <br />3)Refer to your merchant services provider for acquisition of reports,or to the Treasurer if you are partnered <br />with their services. <br />Section 7:Cardholder Problems and Disputed ltems <br />1)Departments are responsible for resolving and/or collecting on disputed or returned items that may occur. <br />In the event that items remain unresolved after departmental efforts with cardholders or other processing <br />Page 4 of 8 Pages Effective ,2019