Merchant Card Services - FAQ's | University Financial Services

We offer several credit card processing methods, including credit card swipe terminals for in-person (card present) transactions, fax and telephone orders (both key entered and/or card-not-present); cellular swipe terminals that are portable and can be used anywhere you have cellular service (Mobile payments); as well as online payments via an internet payment gateway. Our preferred gateway is the Worldpay Link internet payment gateway offered by our credit card processor, Worldpay. Additionally, we can assist merchants with integrating credit card transaction processing via their Point-of-Sale (POS) systems. In order to provide the best processing solution for your needs, please contact Treasury Services at 859-257-3969 to set up a consultation.

How can I get online access to Worldpay and American Express to view monthly statements and run transaction reports?

Please contact Treasury Services at 859-257-3969 and we will get online access set up for you.

How can I research transactions, settlements and other information regarding my credit card processing activity?

You can access the Worldpay Online Reporting system to run and review many reports regarding your processing activity, as well as access the Chargeback Manager system. You can also download your most recent and previous monthly statements that you can use for reconciliation purposes.

What should I be doing to reconcile my daily/monthly credit card processing activity to ensure I’m receiving the revenue?

Through the Worldpay Online Reporting system, you should run daily/monthly activity reports, including downloading your Monthly Processing Statement, that can be used to compare to the daily settlements from your credit card terminals and online gateways in order to reconcile with deposits in your cost center within SAP. Each settlement batch total should coincide to a deposit of an equal amount within your cost center. Individual transactions will not be posted to your cost center, as they are in a lump sum within the daily settlement batch for each TID.

Where can I order paper for my credit card terminal?

Please contact Worldpay customer service at 877-282-7362 to order paper.

How can I find the credit card terminal identification number (TID)?

The credit card terminal identification number (TID) is located on the sticker on the side of the credit card terminal. The merchant account number and the phone number for Worldpay customer service are also located on the sticker on the side of each credit card terminal.

After a credit card transaction settles, how long will it take before I see the revenue in my cost or fund center?

It usually takes 2-3 days for the revenue to post in SAP after a transaction has settled.

Can we use Square, iPhones, or iPads on campus for mobile credit card payments?

No, we are not allowing departments on campus to use this type of technology for accepting credit card payments because there has been a lot of uncertainty regarding the PCI-DSS compliance and security of these payment devices within the industry. We do have an alternative solution for mobile payments and many departments on campus have been using the cellular swipe terminals. Please contact Treasury Services at 859-257-3969 if you would like more information regarding cellular credit card terminals.

What is PCI-DSS?

Payment Card Industry Data Security Standard or PCI-DSS is an information security standard for organizations that handle credit cards from the major card brands including Visa, MasterCard, American Express, Discover, and JCB. The PCI Standard is mandated by the card brands and administered by the Payment Card Industry Security Standards Council. The standard was created to increase controls around cardholder data to reduce credit card fraud.

My department is having an event and we need to have the ability to accept credit card payments. Can I borrow a mobile credit card terminal?

Yes. Please contact Treasury Services at 859-257-3969 to reserve a credit card terminal. You will need to complete a Request to Borrow Credit Card Equipment form. Please reserve the credit card terminal early, as we process many requests.

I am trying to settle my credit card terminal and I forgot my password. Can you help me?

Please call the Worldpay help desk at 877-282-7362 or Treasury Services at 859-257-3969.

I am having problems processing credit card transactions through my credit card terminal or payment form via my website. Who do I call for help with these issues?

Anytime you are having problems processing transactions, you should first contact the Worldpay Helpdesk at 877-282-7362. You will need your Terminal ID (TID) and/or your Merchant ID (MID), both of which are printed on the sticker on the side of your credit card terminal.

After contacting the Worldpay Helpdesk, they have determined that my credit card terminal is inoperable and needs to be replaced. How do I get a replacement terminal?

You can order a replacement terminal through the Worldpay Helpdesk at 877-282-7362 or by contacting Treasury Services at 859-257-3969.

What are the fees associated with credit card processing?

The actual transaction fees associated with credit processing vary depending on multiple factors such as the method of processing, card brand being used, type of card (debit/credit), category of card (Rewards, Business, points, etc.), and many other factors. Typically, the cumulative credit card processing fees for University merchant departments range between 2.0-2.5%. There are several fixed, one-time costs for processing equipment and gateway setup fees. Please contact Treasury Services at 859-257-3969 for more detailed information.

I received a chargeback notification regarding a transaction we processed in the past. What do I need to do to resolve this chargeback?

You can access and work your chargebacks through the online Chargeback Manager via the Worldpay Online Reporting System. From the Chargeback Manager, you can then access the details of your chargeback and upload any supporting documentation for disputing the chargeback. You can then track the status of the chargeback through the Chargeback Manager system. For any assistance with Chargebacks, you can contact the Worldpay Chargeback team by calling 877-282-7362.

When will I see my monthly processing fees posted within SAP?

Credit card processing fees are accumulated throughout the month (not netted out of your daily settlements) by the processor. At the beginning of each month, usually by the 7th business day, the processor will debit your account the total accumulated fees for the previous month. These fees will be posted to G/L 530112 within your designated cost center.