Receivables FAQs

Click this link for instructions on how to accept Credit Card payments via e-Commerce (Internet) or click this link for instructions on how to accept Credit Card Payments via Swiping Machines. Or, contact us at 352-392-9057 or at Treasury-creditcards@ad.ufl.edu.

For technical, hardware and troubleshooting support concerning PAX terminals contact:

service@bluefin.com or 1-(800) 675-6573

If they should determine that your unit needs to be replaced call Payment Card Operations at (352) 392-9057 to get a quote and to order a replacement machine.

Contact the Privacy Office as well as Banking & Merchant Services.

Privacy Office:
Email: privacy@ufl.edu
Phone: (352) 294-8720
Fax: (352) 627-9052

Mailing Address:
PO Box 103175
Gainesville, FL 32610-3175

Physical Address:
3007 SW Williston Road
Gainesville, FL 32608

Banking & Merchant Services:
Email: tmhelp@admin.ufl.edu
Phone: (352) 392-9057
Physical Address: Criser Hall, Room S-113

Agents of the University are no longer allowed to process credit card transactions on University-owned devices on behalf of customers.  The customer must make the online payment using the customer’s own device.

Contact Banking & Merchant Services, Payment Card Operations:

• Phone: (352) 392-9057
• Email: tmhelp@admin.ufl.edu

Annual training is required for personnel processing credit cards in one of the following categories:

• Has access to cardholder data
• Fiscal officer of account in which credit card payments are credited and/or their delegate
• Handles credit card payments as part of their regular job duties

Contact Banking & Merchant Services, Payment Card Operations:

• Phone: (352) 392-9057
• Email: tmhelp@admin.ufl.edu

Download the eCommerce Credit Card Refund, complete, sign, and send to Banking & Merchant Services Payment Card Operations for processing.

PCI DSS is the result of a collaboration of the major credit card associations to establish a single data security standard designed to protect sensitive cardholder information. Any entity that stores, processes or transmits cardholder data (including credit and debit cards) must comply with PCI DSS requirements.

PCI DSS requirements are defined by the Payment Card Industry Security Standards Council (PCI SSC). Visit the PSCI SSC website for more information.

Cardholder data is any personally identifiable data associated with a cardholder. This could be an account number, expiration date, name, address, social security number, etc. When required for business purposes, the following information may be stored:

• Primary Account Number (PAN)
• Cardholder Name*
• Service Code*
• Expiration Date*

*Any of these elements being stored in conjunction with the primary account number must be protected in accordance with PCI DSS requirements. The following information may never be stored subsequent to authorization:

• Full Magnetic Stripe
• Card Validation Code (CVC2/CVV2)
• PIN/PIN Block

Yes. Merely using a third-party company does not exclude a company from PCI compliance. It may cut down on risk exposure and consequently reduce the effort to validate compliance. However, it does not mean the company can ignore PCI.

The payment brands may fine an acquiring bank $5,000 to $100,000 per month for PCI compliance violations. The banks will most likely pass this fine on downstream until it eventually hits the merchant. Furthermore,

• Non-compliance can result in fines and remedial efforts that could easily exceed $1 million. Costs include fines, forensic exams, cardholder notifications, setup of a call center, credit monitoring and more costly compliance requirements. The costs would be the responsibility of the merchant.
• Fraud and identity theft are a risk to customers (students, faculty/staff and general public) if a department is non-compliant.
• Breach of cardholder information can result in negative publicity and damage to UF’s reputation.
• The bank will also most likely either terminate your relationship or increase transaction fees.

If you electronically store cardholder data post authorization or if your processing systems have any internet connectivity, a quarterly scan by a PCI SSC Approved Scanning Vendor (ASV) is required.

Anyone on the Deposit Control team.  Contact us through tmhelp@admin.ufl.edu or call (352) 392-9057.

ONLY Banking & Merchant Services-Deposit Control can delete a deposit. Please contact our office at (352) 392-9057 or tmhelp@admin.ufl.edu and request us to delete the deposit. Include the Deposit Unit and ID.

Navigate in my UFL to: Main Menu>Accounts Receivable>Payment>Direct Journal Payment> Modify Accounting Entries

• Enter the Deposit Unit and ID
• Click on Search.
• Deselect the Complete box
• Click OK when the warning box is prompted
• Click Save

Navigate to Accounts Receivable>Payment>Direct Journal Payment>Create Accounting Entries

• Click the Delete button (“X” next to the lightning bolt icon) 
• Click Save 

Navigate to Accounts Receivable>Payments>Online Payments>Regular Deposit 

• Select the Totals control tab 
• Change the Accounting Date to the desired date.
• Click the Payments tab 
• Click the Save button 
• Click the Apply Payments link 
• Click the Create button (lightning bolt) 
• Click the Complete box 
• Click the Save button 

Support documentation is required to be uploaded electronically to the departmental deposit when it is entered in myUFL. Documents should support the purpose of the deposit and the fund and account code used in the Chartfield string. A good rule of thumb is to ask “What would help someone else understand this deposit?” Examples of uploaded documents would be an invoice, sales receipt, statement, cash expense refund form, check log, remittance advice, EFT addendum, etc.

• Cash and Check deposits accounting date is determined by the day the deposits are received by the bank.
• Credit Card accounting date is determined by the settlement date.
• ACH/Wires accounting is determined by the date on the addendum.

We budget check all deposits daily, which updates your available balance in Commitment Control.

Refunds related to expenses should always be deposited to the same ChartField from which the original expense was paid. Enter the original voucher number, expense report number, or journal ID number in the reference field of the Journal Reference Information Tab when making the deposit. Banking & Merchant Services must verify the ChartField information on the original expense against the ChartFields in the deposit.

Wires may be requested as a form of payment to an approved UF supplier and with an approved voucher. Wires paid in USD are processed by Disbursements and instructions can be found on the Disbursements webpage at https://www.fa.ufl.edu/directives/payments-and-cancellations/