Resources

With PCI 3.0 (effective December, 2013) the University became responsible for annually verifying the payment card data flow and PCI compliance for all third- party contracted vendors and their external service providers (either AOC (Attestation of Compliance or ROC (Report of Compliance) for each vendor who touches payment card data). As the units renew agreements with vendors, and as we are made aware of their relationship with the University, we are then bound to verify compliance.

EPay is primarily a payment card process, not a registration process where payment may or may not be collected so payment of some type must be collected for each registrant. eStore will allow for a combination of $0.00 registrations and paid. (see question 10 below) There are options available for registration only events. Contact the Payment Card Services for more information. See other options, ITS Eventbrite

1. There are short-term, one-time only web processing options available. Please contact the PCPC.
2. You can apply for web processing through the Payment Card Services using E- Pay at UVA through Commerce Manager. A departmental website may be required. Depending on your needs, we may be able to manage your registration page and collect payment information for no additional fee.

See the summary below for a quick overview.

Any department or unit that accepts payment cards on an ongoing basis though the University vendors is issued a Merchant ID number (MID) by MC/Visa/Discover and American Express. These merchant account numbers identify you to the credit card companies and establish a contractual obligation to comply with all credit card rules and regulations Payment Card Services: FAQs, Procedures, & Forms Page | 7

Payment Card Processing – Swipe and Web specifics.

The process typically takes 2-3 weeks to obtain a merchant account once an application has been submitted. This does not include the time that the requestor may need for development of webpages, or if applications involve the use of non- standard University credit card payment methods (third-party vendors, for example). 

• This procedure covers the steps a unit will follow in order to add a new EPAY process where the revenue will flow to the same PTAO or to the same clearing project as the existing account does and the description in Elavon will be the same for the new process.
  • Example: The Elavon Description is UVA Physics Events
    The orders in EPAY are:
    • UVA Physics Events – Jamison Clinic
    • UVA Physics Events – Annual Meeting of PI’s
• This procedure does not cover the steps a unit will follow if:

Contact the Payment Card Services to discuss the programs available and other considerations such as costs, accounting and security requirements. This information will assist the department’s understanding all of the ramifications of accepting credit cards directly, through EventBrite or another third-party provider.

We will then meet with the Program Coordinator, the department web developer if appropriate and your Fiscal staff to determine your needs.

The next step is to review the application procedure, complete an application, and submit it to Payment Card Services.

Mission Statement

The Faculty Senate, with the concurrence of the President, approved revisions to the University’s mission statement on May 15, 2013, to replace the statement that had been in effect since May 31, 1985. The Board of Visitors, after making additional modifications, approved the mission statement on November 15, 2013. The State Council of Higher Education for Virginia (SCHEV) approved the mission statement on January 14, 2014, to be effective 30 days following adjournment of the 2014 General Assembly.

1. Any agreement or contract to process or receive revenue from payment card activity by members of the University, University-related community or Medical Center requires prior approval. See policies at FIN-037: Governance and Compliance Requirements for Payment Card Activities for the University and Medical Center Policy 0335: Use of Payment Cards at the Medical Center.
2. Any unit anticipating NEW revenue from any source, directly or indirectly, must have prior approval for new Revenue Generating Activity.

The attached pdf provides information on Fund Balance Ownership through the transition to Workday Financials.

This guide is intended to provide detailed transaction information on funds transfers occurring across the University of Virginia. As updates are made to the document, a new version is distributed showing an updated version date in the header.