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IUpay Merchant Agreement

This Merchant Agreement (the “Agreement”), executed on the date stated below, which includes any operations guide, the merchant application (Departmental Request to Process via IUpay), and any schedule or addendum to this Agreement, all of which are incorporated herein by reference, is entered into between Indiana University, Office of the Treasurer (referred to as “IU”, “we”, “us”, or “our”) and you, the undersigned Indiana University Department (referred to as “Merchant”, “Department”, “you”, or “your”). The Office of the Treasurer will administer the process so that you will be capable of accepting payment cards via the IUpay interface. Along with this privilege comes a required responsibility. In the event of non-compliance, the Office of the Treasurer reserves the right to revoke those privileges until which time compliance is achieved. We will also facilitate the transfer of funds arising from the use of Cards for which we have agreed to settle, by your customers (“Cardholders”), in accordance with Indiana University Policy VI-110 (Addendum A). That you want to receive these services, we, Indiana University, Office of the Treasurer, and you, the department, agree to the following terms and conditions:

1. The daily net sales will automatically settle into the appropriate bank account designated by the Office of the Treasurer. This information is automatically fed into Indiana University’s Financial Information System (FIS). Income and the associated processing fee are placed into the valid IU FIS account number(s) specified on the Departmental Request to Process via IUpay. Postings will be in the form of a Distribution of Income/Expense. These posting will occur Sunday through Friday. The settlement will appear as a line entry in the specified FIS account with the document number consisting of the initials TPP and a sequential number.
2. It is the responsibility of the department to reconcile the settlement amount in the general ledger to the credit card email receipts that are sent out for each transaction. This should be done on a daily basis. Any discrepancies are the responsibility of the department to reconcile. If you are unable to reconcile any discrepancy, notify the Office of the Treasurer, Payment Card Services immediately.
3. It is the responsibility of the Department to assist Payment Card Services in responding to all Copy Requests.  A Copy Request is a request from the cardholder (forwarded through our processor) for a copy of the transaction.  You will be notified of a copy request via campus mail or email by Payment Card Services.  When replying you should include any documentation that will assist us in proving that the customer received benefit from the transaction.  If you fail to respond to a copy request within the allotted time (usually 10 days) and it results in a chargeback, we will not have any recourse and your department will be charged.
4. It is the responsibility of the Department to assist Payment Card Services in resolving all disputed claims (“chargebacks”) as expeditiously as possible. The credit card organization (credit card processor for Visa /MasterCard or directly by Discover and American Express) will notify Payment Card Services regarding the nature of the dispute, who is lodging the dispute and the amount in dispute. Your income account specified on the Departmental Request to Process via IUpay will be charged for the disputed item via an FIS document.  You will have a specified length of time (usually 30 days) in which to respond back to the credit card organization. It is imperative that you respond in a timely manner with all of the information requested.  If the chargeback is reversed, your income account specified on the Departmental Request to Process via IUpay will be reimbursed for the disputed item.

General Rules, Regulations and Guidelines:

• All IUpay payments must take place on the Official IUpay Payment Page.
• You may not collect card numbers and information via email and/or fax and then submit them into the IUpay payment page.
• The CVC number is a required item. You may not collect this information from customers on a paper form and then submit via the IUpay Payment Page. Collection and/or storage of this number is prohibited by Visa/MC Rules and Regulations.
• If you collect payment information via the telephone you will not write it down, but enter it directly into the IUpay payment page.
• You must keep all card numbers and information secure and confidential. You must not store card information on any computer, database or server.
• The IUpay payment page is in compliance with the Payment Card Industry Data Security Standards (PCI DSS). If you maintain any credit card data in any fashion (paper or electronic) you will need to be in compliance as well. If a breach occurs of the data you are storing you will be responsible for any and all fine and costs associated with the breach. You will also be responsible for the costs associated with brining your location into compliance. (See http://www.pcisecuritystandards.org/ for additional information)
• A cash advance or withdrawal from your department to a cardholder, or to yourself, is not authorized.
• All payment card related web interfaces should be used for transactions related to purchases of Indiana University goods and services only.
• You agree that the sales draft represents a bona fide, newly created transaction involving the merchandise and/or services itemized on the sales draft. You will not charge a customer before merchandise is shipped. In the case of an intangible product (i.e. Registration) charge the customer when confirmation is sent to the customer.
• You are required, in good faith, to maintain a fair policy for the exchange and return of merchandise and for resolving disputes over merchandise and/or services purchased with a payment card. If a transaction is for non-returnable, non-refundable merchandise, you will indicate this prior to conducting the transaction.
• You will give proper credit for returns and adjustments by notifying Payment Card Services via email. The email should include the original email receipt and the amount that you wish to refund.
• You should not, under any circumstances, pay any card refund or adjustment to a cardholder in cash. If cash is refunded and the cardholder files a dispute your department will bear the loss of income from the transaction.
• You will provide Indiana University or our processor, upon demand, with any information, evidence, assignments or other assistance needed for any billing dispute with a cardholder or any dispute with a cardholder over the nature, quality or performance of the goods or services or in connection with any return or rejection of such goods or services. You will comply with this request in a timely manner.
• You agree not to disclose or acquire any information concerning a cardholder’s account without the cardholder’s consent. You will not sell, purchase, provide, disclose or exchange card account information or any other transaction information.
• You will maintain all documentation in a “secure” environment limited to dependable, trustworthy and accountable staff and destroy these materials in a manner that will render them unreadable.
• You must not keep client’s credit card information (including partial card numbers) on any IU computer, database, or server. This is in accordance with University Information Technology Policy Office document titled Guidelines for Handling Electronic Information. You, the department, will be responsible for any losses due to poor internal controls.
• You agree not to modify components of the software architecture as specified in technical documentation provided by UITS E-commerce team.
• By signing the IUpay Set-up Request Form, you agree to the terms set forth in this Agreement.
• This Agreement shall not become effective until accepted by us, and will remain in full force until terminated by either party by giving written notice to the other party.

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