308.6 – University of North Carolina at Chapel Hill Procedure on Truncation and Retention of Cardholder Account

Introduction

Purpose

There are specific standards that must be adhered to with regard to the processing or retention of card holder data. Card holder data is defined as, a full personal identification number, card holder name, expiration date and/or service code, additional sensitive information.

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 card information.

Procedure

The customer's copy of a payment card transaction may not contain the primary account number (pan) and expiration date. Only the first six and last four digits of the card number may be printed. In accordance with Payment Card Data Security Standard requirement 3, Information that cannot be stored or retained in any form includes the 3-digit Card Validation Value or Code (CID/CAV2/CVC2/CVV2) located on the back of the card within the signature panel, magnetic stripe data (CAV/CVC/CVV/CSC) and personal identification number (PIN) data (number entered by a card holder during a card-present transaction and/or encrypted PIN block present within the transaction message). In the case of online payment transactions must be outsourced to a PCI compliant third-party.

Use of University Owned Computers as Payment Terminals

The use of university owned computer terminals as payment devices is strictly prohibited. Online payments must be outsourced to a PCI compliant third-party and initiated by the consumer. Online merchant department staff should never see credit card numbers, take them over the phone, by fax or email.

External Regulations and Consequences

• Statewide Electronic Commerce Program
• E-Commerce Policies and Procedures – Maximization of Electronic Payment Methods
• E-Commerce Policies and Procedures – Master Services Agreements for Electronic Payments
• PCI Security Standards Council

University Policies, Standards, and Procedures

• Finance Policy 308 - University of North Carolina at Chapel Hill Policy on Merchant Card Services
• Compliant Electronic Receipt Transactions through Innovation and Financial Integrity (CERTIFI) committee
• University IT Policies

Contact Information

Important Dates

• Effective Date and title of Approver: July 1, 2006
• Revision and Review Dates, Change notes, title of Reviewer or Approver: July 18, 2011
• July 8, 2015: Updated information on PIN data.