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As a part of the new merchant application process, units can choose which types of cards (debit and / or credit cards) as well as which card brands they want to accept.  Available card brand types are:

• Interac
• Visa
• Mastercard
• China Union Pay
• American Express

There are three methods available to process card transactions.  Units can choose to implement any or all of the methods, depending on their departmental requirements.  Each method is best suited to a client use case so departments are encouraged to consider their requirements before submitting a new merchant application form.

Available methods include:

In-person

• The cardholder uses a payment entry device (PED) and swipes, inserts or taps their card to authorize the payment.
• PED devices are ordered from Moneris with the assistance of the Payments & Banking team.
• This method is best suited to in-person transactions such as food service outlets or retail operations.

Online payment

• The cardholder accesses a specific website through a link provided by the department. The client or cardholder enters their own card information directly.
• The payment page is built with the support of University Systems and can be customized with required fields. The card information flows to Moneris for processing.
• This method is best suited for circumstances when the cardholder is not available in-person and can complete a standard payment themselves such as ticket purchases, registration fees or payments against an invoice.

Staff-assisted payments

• The cardholder submits their card information to the department, either over the phone or by mail / fax. The department then accesses a secure website using a computer installed with special data loss prevention (DLP) software to enter the card information and process payment by Moneris.
• This method should only be selected if neither of the other two options above are applicable as there are additional resource and PCI requirements associated with this method.

The unit needs to consider various aspects and make specific decisions related to their specific operational needs before completing the new merchant application form.  In addition to deciding which card processing method to implement and which card types to accept (see the above sections for options), the unit should consider:

Staff resources

• There are various processes that the unit will need to complete when accepting debit and credit card payments. The departmental staff will need to complete steps to process, reconcile and report on the transactions completed.  The department is also responsible for completing the daily cash report (DC) to record the funds processed and apply them to the correct departmental FAST account.  The department will need to consider if there are sufficient staff resources available to complete the tasks on a timely basis.
• Management or leadership will also be responsible to train their teams on the appropriate processes and to ensure that the funds are efficiently and regularly recorded.

Financial costs

• Depending on the processing method selected, there can be various one-time costs to set-up merchant services:
  • SIM card activation fee for wireless PED = $75.00
  • Moneris Resource Centre reporting access = $75.00
• There can also be monthly equipment rental costs for PED devices:
  • Desktop unit = $23.00
  • Desktop unit with external PIN Pad = $59.00
  • Wireless unit = $50.00
  • Wireless unit with external PIN Pad = $65.00
• Merchants may require online tools which may have a monthly fee:
  • Merchant Direct (tool to create reports to generate a DC)  = no cost to departments
  • Moneris Resource Centre (required for all payment pages) = $20.00
• Card brands will also charge a processing fees for card usage. This is approximately 3% of the transaction amount.
• Financial Services will create a JV to charge your departmental account with these charges on a monthly basis. A default FAST account will need to be provided as a part of the new merchant application form where there is sufficient budget to accommodate these charges.

PCI training

• Departmental leadership is responsible for ensuring that their team is aware of PCI requirements and the impact of these requirements on their processes.
• They are also responsible for completing training activities that satisfies the current PCI regulations.

Additional information is available in the PCI section below.

Payment Card Industry (PCI) requirements are a set of standards and practices to which all organizations that accept debit and credit card payments must comply.  The requirements relate to the collection, storage and transmission of card data. University Systems is required to scan and provide secure processes to transmit data.  Financial Services is required to complete an annual audit and confirm user training to ensure that our certification is maintained.  Each departmental merchant is responsible for ensuring that their system users are properly training and that their department processes comply with PCI requirements.

Refer to the what is PCI webpage for important information on PCI and what it means for your department as a merchant.

Once the department has confirmed that they have sufficient resources and decided on the method and types of cards to accept, the application process steps are:

1. Complete the
   1. Include a FAST account that the monthly fees will be allocated against and have that accountable approve the application form
2. The Banking team will follow up with any questions or additional information required before submitting the request to Moneris.
3. Contact your Desktop Support Services (DSS) representative to:
   1. Create an online payment page for client self-serve use
   2. Set up PEDs when they arrive
4. When the new merchant account is complete, the Banking team will contact the department to set up users in the reporting tools and to provide access to the Moneris Resources SharePoint site.

Standard review and turnaround time once the completed application is submitted to Moneris is generally three weeks to set up the account and for any equipment, if required, is shipped.  Ensure that the application form is submitted in sufficient time before the account is required.

Due to the one-time set-up costs and ongoing monthly fees, a new merchant account should be set up in circumstances where a department has an ongoing requirement to process debit and credit card payments.  When a department has a short-term or one-time need to process in-person transactions, Financial Services has a PED device that can be loaned out.  A request is submitted by completing the  and specifying the dates requested.

For short-term requirements for online payments, contact banking@uvic.ca to discuss options.

The Banking team has created a SharePoint to provide additional information, user guides and resources for existing merchants.  To request access to the SharePoint site, please contact banking@uvic.ca.