Brown University departments must request approval from Financial Services to accept credit card payments by completing a Credit Card Merchant Request Form.

Credit Card Merchant Request Form

• If approved, implementation of this process may take 60 days or longer.
• Fees associated with the acceptance of credit cards will be charged to the department's budget.
• Under no circumstances should a department contact a credit card servicer directly or begin accepting credit cards without prior approval by Financial Services.

Security Standards

All individuals authorized to accept credit card payments must securely process, store and dispose of credit card data (paper and electronic media) according to Payment Card Industry Data Security Standards (PCI-DSS).

The Commerce Committee is a standing committee composed of representatives from Finance and Administrative Services, Office of Information Technology, and Internal Audit Services.

The Committee will perform the following functions:

• Establish registration requirements for commerce approval;
• Review for approval request for establishment of commerce presence;
• Provide advice to Senior Officers on commerce policy, process, vendors, dissemination/publication of commerce information, and commerce matters in general; and
• Evaluate and exercise due diligence of vendor relationships, including monitoring service providers’ PCI DSS compliance on an annual basis.

1. Review University Policy on Accepting and Handling Credit Cards to Conduct University Business.
2. Complete a Credit Card Merchant Request Form. Please allow 10 business days for processing.
3. Financial Services will contact you regarding your request. If your request is approved, a new merchant account number will be requested and assigned to your department.
4. Training will be provided by Financial Services if using the TouchNet system. Training is required for all individuals in need of access to TouchNet. PCI Compliance training is required for all individuals handling credit card payments.
5. Implementation may take up to 90 days.
6. Email questions to commerce@brown.edu.

Departments looking to utilize an online commerce site or in-person card payment device for the purpose of ticket sales, registrations, and other types of products, that are a single-use or one-time event, may be able to utilize the Financial Services Merchant. 

This option is for departments or groups looking to offer online commerce or in-person payment for events/services/products that are not ongoing/recurring. For Departments or areas that will need long term online commerce options, please contact commerce@brown.edu

Online Commerce for Single-Use or One-Time Event

1. Touchnet is the card payment option that is University approved and compliant; other methods for collection of payment must be approved in advance by the Commerce Committee and meet the University Policy on Accepting and Handling Credit Cards to Conduct University Business
2. With Touchnet you can collect information in the form with modifiers for registration type events, such as: name, email, selection of sessions, meal type, special accommodations, affiliations, etc. with the ability to charge varied costs.  
3. Also, offer different registration types like student/professional or options like size and color for physical products as well as different fee models depending on the type or options selected.
4. Ability to apply discounts or special codes.
5. Reporting by transaction available that includes all information collected during the purchase.

Departments should contact Financial Services at commerce@brown.edu before completing the below form to discuss their needs and make sure this solution will work for their use case.

Complete a Brown TouchNet Commerce Site Request to initiate site setup.  Please allow approximately 3 weeks for site development.

Revenue collected will be credited to the Cost Center provided to us when you complete the form. Credit card fees will also be charged to the Cost Center monthly.

Credit Card Device Rental for Single-Use or One-Time Event

1. Various credit card devices are available for rental that follow the University Policy on Accepting and Handling Credit Cards to Conduct University Business
2. Devices can be linked to an existing Touchnet Store for Point of Sale or used as a stand alone device to take various payment amounts. 
3. Multiple payment types available across different systems, including Apple Pay, Google Pay, and Venmo.

Departments should contact Financial Services at commerce@brown.edu  to discuss their needs and find a solution that will work for their use case.

Revenue collected will be credited to the Cost Center provided on the rental agreement, along with Credit card fees.