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This document describes how UNC-Chapel Hill complies with (1) the Payment Card Industry's (including American Express, Discover, Master Card, VISA, and other major card brands) important and stringent security requirements to protect payment card data; and (2) with E-Commerce policies published by the NC Office of State Controller.
This procedure explains how to reconcile and post payment card transactions.
The University of North Carolina at Chapel Hill is using TouchNet's hosting service. TouchNet will run, manage and maintain our licensed TouchNet software in their Data Center.
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.
To maintain appropriate fiscal reporting and ensure internal controls are met to prevent fraud, all imprest checking account, payroll account, accounts payable account, and petty cash account custodians must reconcile their accounts and report outstanding liabilities during the previous fiscal year at the conclusion of the current fiscal year to Cash Management.
The purpose of the Policy on Escheats is for the University of North Carolina at Chapel Hill to comply with North Carolina General Statute 116B, Escheats and Abandoned Property.
University merchant departments that provide payment card merchant services are responsible for related equipment and supply costs, processing fees, and fines and penalties resulting from noncompliance with University, State, and Payment Card Industry (PCI) policies. University constituents are also responsible for adhering to internal control standards for the safeguarding of receipts and data.
Payment card merchant accounts must be compliant with all applicable Data Security Standards (DSS) for their method of payment acceptance. Maintaining Payment Card Industry (PCI) compliance is a continual process.
This procedure explains how to securely dispose of point-of-sale terminals, related equipment, and deactivation of a payment card merchant account.
This procedure explains how to request changes to an existing payment card merchant account.
Petty cash funds or change funds are used by the departments for cash payment of minor items or to make change to customers. This policy provides guidance for the authorization, establishment and maintenance of petty cash funds, including appropriate uses, safekeeping, audit and annual confirmation.
The Daily Deposit Act, North Carolina General Statute 147-77, requires daily deposit of funds received by the University.
The Daily Deposit Act, North Carolina General Statute 147-77, requires daily deposit of funds received by the University. In addition, a consistent process of documenting receipts and deposits is an important internal control practice to ensure the security of assets and the accuracy of revenues.
Maintaining an imprest checking account requires periodic replenishing of the bank balance, reconciliation and evaluation of the activities to determine the adequacy of the funding. The department should close the imprest checking account if the purpose for which the account was established no longer exists.
This procedure addresses how to request a cash advance, guidelines for maintaining supporting documentation at the department level, and procedures for reconciling and settling cash advance.