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Merchant Resources

Learn more about Merchant Resources at UC San Diego.

Establishing a Merchant Account

Learn how to establish and maintain a merchant account.

How to Establish a Merchant Account

  • Submit a ticket on the Business & Finance Services & Support portal (login required).
    • Include “Interested in becoming a merchant” along with the unit/ department name in the subject line
    • Include the following in the description:
      • The goods or services being sold
      • Whether this is a one-time event or if the acceptance of credit/ debit card payments will be ongoing
      • How your unit plans to accept credit /debit cards (e.g., swipe card machine, e-commerce)
  • Once the ticket is submitted, the credit card coordinator will contact your department for further instructions.

Merchant Responsibilities

Learn more about your responsibility as a merchant in UC San Diego.

Merchant Responsibilities

All UCSD units authorized to accept credit or debit card payments are considered merchants. Merchants must assign an account representative responsible for managing and maintaining the merchant relationship.

This individual's responsibilities include:

  • Making sure your cardholder data environment (CDE) is in continuous compliance with laws, rules, and policies governing the processing of card payments, including PCI DSS requirements.
  • Providing the credit card coordinator with all requested documentation for verification of PCI DSS ongoing compliance.
  • Updating the credit card coordinator on all changes to the CDE.
  • Maintaining an updated equipment inventory log.
  • Maintaining a working relationship with information technology support staff that assist you with PCI DSS requirements and updates.
  • Performing or delegating accounting functions (e.g., account reconciliations).
  • Complying with all UC San Diego policies including: Network Security Policies, Electronic Personal Idenity Information (PDF), BUS-49 Policy for Cash and Cash Equivalents Received (PDF), IS-3 Electronic Information Security (PDF).

Business Track (formerly ClientLine)

Find out about Business Track and the benefits it offers merchants.

About Business Track (formerly known as ClientLine)

Business Track is an online reporting tool that allows merchants to manage their electronic transactions. This tool offers over 100 report options, giving you the ability to easily access the information you need.

Features

  • Standardized reports 
  • 13 months’ worth of electronic transaction detail
  • Bank statement reconciliation
  • Summaries of credit, debit and gift card activity for selected time periods
  • Reports by email if scheduled
  • Deatiled chargeback and retrieval expenses

Cost

Nothing. Business Track is a free service provided by our merchant processor.

Access

Once the credit card coordinator has approved your merchant account request, login details will be provided. Due to the sensitivity and the amount of confidential data, access to the system should be limited to employees who are familiar with the University of California Policy for handling and cash management - BUS-49.

Merchant Fees for Accepting Credit or Debit Cards

See a list of fees associated with being a merchant.

Interchange Rate Fee

The Interchange Rate Fee is a monthly sum paid by merchants to the cardholder’s issuance bank and collected by the university’s merchant processor as a fee for accepting credit/ debit cards. The rate will vary depending on a series of elements: the card brand (MasterCard, Visa, American Express, or Discover), the type of credit/debit card (Rewards, Signature, Corporate, etc.), time between authorization and clearing, processing type (online, swipe terminal, phone order, etc.), a merchant's sales and transaction volume, plus additional criteria. Each transaction is evaluated separately; therefore, various interchange fee rates may apply.

Service/Discount Fee

The Service/Discount Fee is a monthly sum paid by merchants to the university’s merchant processor as a fee for providing services and accepting credit/ debit card payments. Rates will vary depending on a series of elements such as the criteria for the Interchange Rate Fee.

Equipment Fee

The Equipment Fee applies to merchants who prefer to rent their swipe terminal(s). Currently, a monthly rental fee of $36 is assessed for terminal model FD130 and PIN PAD FD35. Prices may vary depending on the model and quantity. Refer to Equipment Resources for more details.

PCI DSS Certification/Validation Fee

The PCI DSS Certification/ Validation Fee is the cost associated with obtaining certification/ validation of compliance. This fee is determined when a merchant is enrolled in the University’s QSA/ASV tracking and attestation tool. Additional cost may apply to merchants who need additional assistance to comply with PCI DSS requirements. All related fees are charged to the merchant’s account.

Refer to the PCI DSS page for details related on compliance requirements.

Accepting EMV Cards

View guidance to help you understand EMV technology.

Accepting EMV Cards - Employee Training Materials

UCSD is moving toward upgrading our card present merchants to EMV capable terminals. Guidance that will help you understand the EMV technology and assist your staff with accepting these EMV chip cards at merchant locations.

Merchant Equipment Resources

Find the information you need to effectively manage your credit/ debit card processing equipment and maintain compliance with all requirements.

Permissible Credit/Debit Card Equipment

Merchants must use devices that are PCI compliant and EMV capable. The university’s merchant processor offers a swipe card terminal and PIN pad (FD130 and FD35 PIN) that meets these requirements. The terminal and PIN pad can be rented or purchased. Contact the credit card coordinator to obtain these devices.      

As a merchant, it is your responsibility to obtain the necessary proof of compliance when purchasing or renting equipment. You may be asked to provide proof to the qualified security assessor for annual PCI DSS compliance validation.

Accepting mobile payments with smartphones or tablets are currently not permissble for UC San Diego merchants.

Should I Rent or Buy My Equipment?

The University’s Merchant Processor offers a swipe card terminal (FD130 Duo) and PIN pad (FD35) that is both PCI compliant and EMV capable. The FD130 Duo and the FD35 can be purchased or rented. All charges associated with these devices will be charged to the index you provide.     

Why should I rent my terminal?

  • No initial startup cost.
  • Fixed monthly payments.
  • Easy replacement when there's changes to technology.
  • Technical and malfunction support. If you rent a terminal through our merchant processor, they will provide technical support as well as change or update terminal(s) as needed.

Pricing: FD130 (terminal with integrated PIN PAD) OR FD130duo (terminal with PIN PAD FD35 attached by cable) rental is $36.00/ month.

Why should I buy my terminal?

  • Long term savings

Pricing: Terminal FD130 or FD130 duo purchase is $600.

How to Return Equipment

Procedures for returning terminals (for replacement, or due to closure of merchant):

Submit a ticket by logging onto the Business & Finance Services & Support portal (GET HELP) and select the “Related to…” option > General Accounting.

  • Explain the reason for returning equipment
  • Merchant number and name of the merchant
  • Equipment to be returned: brand and model, serial number and terminal number (back of the device)
  • The Credit Cards Coordinator will request the Call Tag (Shipping Label) from the merchant processor -BAMS.
  • BAMS will email the Call Tag to the merchant’s contact person. 

STEP 1 – Pack the equipment –individually- and accessories in a box and prepare it properly for shipping. Get copy of the Call Tag.

STEP 2 – Affix the Call Tag to the box, making sure that no other labels show.

STEP 3 – Follow the UPS Shipping Instructions

Important: Once the equipment is shipped, search for the case created in the BFS Services & Support portal (login required) and update the Call Tag tracking number, and date of shipment.

At that time the Credit Card Coordinator can request the deletion of the billing (rental charges, if any).

Record and track your package in the shipping company’s website to confirm that the package was delivered. This will ensure that your merchant account will be given proper credit.

If the equipment is not received back, the merchant account may be billed for the cost of the equipment (approximately $550.00) plus applicable tax.

In a separate email to Junni Liu, please inform whether the merchant account needs to be closed or maintained active.

Europay MasterCard Visa (EMV)

Europay MasterCard Visa (EMV) terminals and cards, also known as chip-enabled terminals and chip cards, are becoming a global standard. This chip technology was developed by the credit card industry to help provide more secure payments and minimize the risk of fraud. These cards have an embedded microchip that communicates with chip-enabled terminals for a stronger verification environment for card present transactions. They are already the standard elsewhere in the world and will soon be common in the U.S..

What are the benefits of EMV?

EMV technology is a global initiative designed to reduce fraud and help secure cardholder information. 

Why will this affect me?

By October 2015, fraud losses in a card present environment will be absorbed by the merchant if not operating in an EMV environment. UCOP has taken a proactive approach and required all merchants to implement EMV technology.  

Do I have to change or modify my equipment?

Yes, merchants must migrate to equipment that is capable of processing EMV cards. To implement UCOP’s EMV migration plan, the credit card coordinator will contact the merchant for details on updating their current equipment.