Laserfiche WebLink
9) Refunds or credits are to be pre-approved by m a nagement. 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 departm e nt. <br />I 0) Depaiiments may have more specific processes for accepting credit cards. <br />11) It is highly recommend ed that departments and offic es utilize the same processor as the Treasurer. <br />ection 5: <br />J) Transmission of Credit Card Information <br />a . Credit card information shall only be acc e pted in pers on, 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 depmiment 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 only <br />for as long as is necessary for proper recording of the transaction . <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 />I) Processing equipment should be procured to allow customer data entry, swiping/insertion of cards, and <br />automatic verification/approval by 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 (A VS) matches that of the <br />cardholder. <br />4) In order to avoid costly attempts at authorization and for fraud prevention , the a pplication 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 />I) 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 Pr bl m and Di puled Item · <br />I) 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 _____ • 20 I 9