308.3 – University of North Carolina at Chapel Hill Procedure on Disposal of Point-of-Sale Terminals and Deactivating a Credit Card Merchant Account



This procedure explains how to securely dispose of point-of-sale terminals, related equipment, and deactivation of a payment card merchant account.

Scope of Applicability

This procedure applies to any official or administrator with responsibilities for managing university payment card transactions and those employees entrusted with handling payment cards and payment card information.



Once retired from service, point-of-sale terminals, pin pads, and printers are to be destroyed. Set up an appointment at the Surplus Property Retail Store located at 1065 Facilities Drive, Chapel Hill, NC 27599-1070. Take the hardware to the Surplus Property Retail Store, provide the accountant with a departmental chart field string for the disposal fee, observe the destruction of the hardware, obtain a receipt, and email a copy of the receipt to certifi@unc.edu.

Leased Terminals

To return a leased terminal to Firserv request a call tag by emailing certifi@unc.edu.


Request deactivation of a merchant account in writing. Email a letter under the signature of the Dean, Director or Department Head to certifi@unc.edu. The written request should include the merchant name, merchant number, and reason for deactivation.

Once the payment card merchant account has been deactivated any point-of-sale terminal equipment should be securely stored until it can be destroyed.

Related Requirements

External Regulations and Consequences

University Policies, Standards, and Procedures

Contact Information

Primary Contacts
Subject Contact Telephone E-Mail
General Questions and PCI Compliance Merchant Services 919-843-0420 certifi@unc.edu
Deposits and Reconciliation Cashier's Office 919-962-5846 deposits@unc.edu
Data Security ITS – Information Security 919-962-4357 security@unc.edu or certifi@unc.edu
TouchNet Connection TouchNet Administrator 919-445-9319 certifi@unc.edu
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Article ID: 131501
Thu 4/8/21 9:10 PM
Wed 3/15/23 9:01 PM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
University Cashier
Next Review
Date on which the next document review is due.
08/27/2021 12:00 AM
Last Review
Date on which the most recent document review was completed.
08/27/2020 3:37 PM
Last Revised
Date on which the most recent changes to this document were approved.
08/27/2020 3:37 PM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
08/27/2020 3:37 PM
Date on which the original version of this document was first made official.
07/01/2006 12:00 AM