The University recognizes that the ability to accept credit card payments is necessary for modern e-commerce.
Resources
Customer Accounts (Accounts Receivable) assists University departments and units that extend credit to external customers when billing for the sale of goods and services. Accounts Receivable ensures compliance with University and Commonwealth of Virginia receivables management and reporting requirements, and with federal and state laws including the Fair Credit Billing Act, by providing centralized invoicing, processing and application of payments, and management of collection efforts for unpaid invoices billed through the University's Integrated System.
My Customer is Requesting the University's W-9 Form, where can I obtain one? When a supplier needs UVA's IRS W-9 Information
2025 W9 Signed.pdf76.17 KB
Ad Hoc Bank Transaction Expenditure Credit (Video Demonstration)
This video demonstrates how to perform an ad hoc bank transaction for an expenditure credit.
The non-RDS deposit form is to be used by department who do not have access to a remote deposit scanner (RDS) either in their department or in their school/unit. Check with your school/unit's finance department to see if another department has a remote deposit scanner. Deposits should only be in the form of a check. We do not accept Cash. Cash should be taken to the bank.
See the full process of remote deposits from scanning the check to any corrections that need to be made to the Ad Hoc Bank Transaction.
Remote Deposit Process (1).pdf110.35 KB
Technically – no. But there is a way around it.
Miscellaneous Payment Request (Video Demonstration) - Petty Custodian
Miscellaneous Payment Request Report (Video Demonstration) - Petty Cash Account Replenishment
Ad Hoc Bank Transaction Merchant Account (Video Demonstration)
This video demonstrates how to perform an ad hoc bank transaction for a merchant account deposit.
Ad Hoc Bank Transaction Department Deposit (Video Demonstration)
This video provides details on how to perform an ad hoc bank transaction for a department deposit.
Units will see the Primary Gift linked to the Named Professorship. When Gifts are linked to Named Professorships, the Gift Worktag gets a new “tab” on the Worktag landing page which will allow users to navigate back and forth between Gift and Named Professorship. This does not impact any accounting functionality; it's just to aid in navigation.
It generally takes 2-4 business days for the credit card payments fully process and get to Bank of America.
If you do not see the transaction right away, you will likely see it in a few days. If after 5 business days, you still are not seeing the Ad Hoc Bank Transactions, you can reach out to [email protected].
See – How does the process work for revenue that comes in through the Merchant Account? FAQ for more information
Merchant Account transactions get batched together at the end of the day for each device, so you will not see the individual transactions or details on your Ad Hoc Bank Transaction.
Credit Card Transaction online
The process for getting revenue into the University starts with a point-of-sale system. When a transaction is started in a point-of-sale system, that system contacts a payment processor to verify the payment. The payment processor is Elavon. When the payment processor is contacted about a payment, they check with the credit card company to confirm the payment. The credit card companies respond with an “approve” or “deny” message, which is sent back to the point-of-sale system. This process only takes a few seconds.
University Foundations can use UVA Fund’s services to collect and process gifts and donations as the funds do not belong to the University, they are deposited into Foundation bank accounts. If the monies the event is collecting are University funds, deposited into University revenue projects, then UVA Fund cannot function as a processor for your event (see Policy FIN-016: Receiving and Depositing Cash and Other Monetary Instruments) as the funds are required to be deposited directly into University Bank Accounts.
The Payment Card Industry has addressed access to cardholder data through the Standards and identify what screening that potential employees must pass in order to gain access to cardholder data including reports. This standard is required for EMPLOYEES and recommended even if the employee is a cashier and exposed to one card at a time.
12.7 Screen potential personnel prior to hire to minimize the risk of attacks from internal sources. (Examples of background checks include previous employment history, criminal record, credit history, and reference checks.)
At Elavon, the credit is processed and submitted to the bank along with the settlement.
Per Visa and MasterCard Regulations, the Bank has up to 30 days to apply a credit/refund to their cardholder’s account. This is not something that we can control.
Credit card purchases, unlike purchases made with cash or a check come with the right by the Cardholder to question any amount billed to their account. These rights of dispute are provided under the Fair Credit Billing Act. What this means for a merchant is that charges that you took in good faith may end up being reversed for a number of reasons.