Commerce at Western

Implementing a Payment System

Approval Process for Accepting Debit and Credit Card Payments

Responsibility
Merchant

Contact
Financial Services
Bank Card Committee

Financial Services must approve all bank card processing activities at the University.  This includes processing transactions online (ecommerce), through an outsourced third party and through point of sale devices.  Merchants are prohibited from entering into separate banking arrangements, including PayPal. This is to ensure that all units who process, store or transmit bank card information maintain a secure environment.

The Bank Card Committee must approve any new payment provider or payment gateway.

Please be aware that the approval process for implementing a new payment system will take a minimum of four weeks.

For more information on the approval process, please contact Financial Services - Banking.

Costs Associated With Accepting Debit and Credit Card Payments

Responsibility
Merchant

Contact
Financial Services

All costs associated with accepting bank card payments will be charged to departmental accounts centrally by Financial Services.  These costs include (but are not limited to):

  • Setup fees;
  • Transaction fees;
  • Merchant discount fees;
  • Monthly service fees;
  • Terminal rental fees. 

For more information on current fees and merchant discount fees, please contact the Assistant Accountant – Banking.

Establishing a Merchant Account

Responsibility
Merchant

Contact
Financial Services

Merchant Accounts must be established using the University's preferred payment processor(s). Any exception to this policy must be approved by the Bank Card Committee.

Once you have been approved, Merchants must establish a Merchant Account Number to process bank card transactions at Western University.  To establish a Merchant Number, please contact the Assistant Accountant – Banking.  The Assistant Accountant – Banking will also provide guidance on reconciling University accounts and the receipt and distribution of customer disputes.

Merchants must also obtain access to PeopleSoft Financials in order to record all revenues and bank deposits. 

Management of a Bank Card Security Breach

Responsibility
Merchant

Contact
Financial Services
Bank Card Committee

If you suspect there is a breach of cardholder data or your payment processing system, you must follow Western’s Security Breach Protocol.  This protocol must be communicated to all individuals who have access to cardholder data and/or process bank card transactions at the University.  A security breach would include lost, damaged, stolen or unauthorized use of a point of sale device or cardholder data.

If you have any questions or concerns on securing cardholder data or processing bank card transactions, please contact the Bank Card Committee.

Responsibilities of Merchant Account Holders

Responsibility
Merchant

Contact
Bank Card Committee

To ensure that bank card transactions at Western University are conducted in the most secure, confidential and reliable method possible, Merchants must understand and abide by the following policies and procedures:

  • Bank Card Policy
  • Code of Behaviour for Use of Computing Resources and Corporate Data
  • Computing Resources Security
  • Financial Services, ITS and Risk Management & Audit Codes of Procedure

Merchants must also remain compliant with the most current version of the PCI DSS.

These documents can be found on our Policy and Procedure page.