As each situation is different; this is a guide only. Financial Services will assist departments in coordinating with vendors on the requirements.
Financial Services Operations
New Merchant Request
University Policy on Accepting and Handling Payment Cards to Conduct University Business
It is important for the department to review this policy before beginning this process.
Requestor Gathered Documentation
Requestor (Department) must gather documentation to provide to the Commerce Committee.
- Copy of Contract/Agreement with Vendor.
- PCI DSS Attestation of Compliance (AOC).
- Complete Network Diagram, to include card payment process flow(s).
The New Merchant Request Flow Diagram and Companion Document are useful tools to assist with this process.
Commerce Committee Review
Once all information has been received by Financial Services, the Assistant VP Financial Services will bring the request to the Commerce Committee for review. The Commerce Committee may have follow-up questions or request additional information. The Commerce Committee has the authority to decide whether or not to approve the department’s request.
Contract and Security Review
Financial Services and Commerce Committee review must be completed prior to the contract and security review processes.
Project Checklist
Once a project is approved, Financial Services will coordinate with the department, and the project manager (if applicable).