Revenue Control Frequently Asked Questions
1. What is needed in Accounts Payable re: Petty Cash?
2. Where do I get cheque requisitions?
3. When do I use a cheque requistion or a coding sticker?
4. How do I synchronize my internet payments collected on MiraPay with my deposit to Revenue Control?
5. How does the department deposit the web payments to Revenue Control?
6. What bill or reciept is required documenting the customer's web purchase?
7. How do I get my new Internet Merchant Number?
8. How does a Department get started?
9. Why use MiraPay?
10. What is MiraPay?
11. What are the costs associated with Credit Card payments?
12. What should I do when I receive credit card information over the phone?
13. How long should I retain the card holder’s information?
14. What should I record on a credit card sales draft?
15. Can we ask for credit card information to be sent by mail?
16. How often should I close off the terminal?
17. How should I dispose of carbon copy merchant sales drafts?
18. What should I do if the card presented is unsigned?
19. What should I do if the signature on the card presented doesn’t match the signature on the sales draft?
20. Can I keep someone’s credit card number on file if I’m going to be billing them again in the future; if so are there special instructions, what do I do once the billing cycle is over?
21. I am holding a credit card number on file as a “security deposit”. How long should I keep this information?
22. My department information system has a credit card number field in the payment information screen – what do I need to input?
23. How can I switch my Payroll Cheque to Direct Deposit (or what happens if I lose my pay cheque)?
1. What is needed in Accounts Payable re: Petty Cash?
Accounts Payable needs 4 pieces of information:
1. The brown envelope with the codes.
2. The white "remittance" voucher (show sample).
3. The backup documentation 2 signatures (who received the money & who gave out the money).
4. The receipt.
2. Where do I get cheque requisitions?
There is a very good cheque requisition format on the Accounts Payable website. It is quite legible and Departments can adapt it for their own use. For example, bolding the codes or any special mailing instructions. Typing also helps avoid errors.
3. When do I use a cheque requistion or a coding sticker?
If you have an invoice, you can use a coding sticker. Use a cheque requisition if there is no invoice or if you would like any special mailing instructions noted.
4. How do I synchronize my internet payments collected on MiraPay with my deposit to Revenue Control?
Each night at a specfied time, MiraPay will process the internet payments collected on your site. This information is available to the designated MiraPay administrator as an End of Day (EOD) report. This should agree with the information collected on your own site.
5. How does the department deposit the web payments to Revenue Control?
Daily, the department administrator logs onto the MiraPay website at www.mirapay.com as the authorized MiraPay administrator. The administrator prints off the "end of day" (EOD) web-payment register that lists the payments processed to-date. The department attaches the MiraPay web payment register as backup to the RRV Revenue Remittance Vouchers and then forwards both to Revenue Control (4th floor, UC). These deposits are recorded daily by CIBC to the University's bank account, referenced by the appropriate Internet Merchant number.
6. What bill or reciept is required documenting the customer's web purchase?
The departmental e-commerce system must generate a payment invoice prior to authorizing a transaction. The purchase totals should appear as an on-line invoice after your customers have selected their goods or services. The departments on-line invoice would include; date of the transaction, bill to name and address, short description of the goods or services involved total cash price plus any taxes, etc.
If a customer disputes the web payment and VISA or M/C determines that the department's documentation is not adequate than VISA or M/C will refund the payment to the customer and charge-back the department the original charge collected. E-commerce system typically includes an on-line payment invoice, confirmation number and order acknowledgement email. For an overview of MiraPay and website setup instructions refer to the attached.
7. How do I get my new Internet Merchant Number?
Once you understand the costs and benefits of your proposed e-commerce application then you need to apply for an Internet Merchant number through Revenue Control. Contact Bernadette Wall or Glenn White and they will process your Global payments Internet Merchant application.
8. How does a Department get started?
- Analyze your requirements and determine if credit card payments via the web meets your needs.
- Design and develop an E-commerce web based system (shopping cart application) that would include detailed description of goods and services, delivery method, product list in CDN dollars, refund policy, etc.
- Log onto www.mirapay.com for more information.
- Obtain your new Internet Merchant number (refer FAQ 4).
- For further information contact Glenn White at Revenue Control.
9. Why use MiraPay?
Using Mirapay eliminates the need for each department to develop their own credit card validation site. This avoids any liability and security issues of the University having access to the users credit card information. In addition, the web payments are deposited directly to the University's bank account along with the appropriate Internet Merchant account number.
MiraPay is a secure Internet payment POS (Point of Sale) solution using standard Secure Sockets Layer [SSL -Note (1)] encryption technology widely available on standard web browsers. Using the MiraPay service ensures that during the consumer's shopping experience at the vendors web site, they can submit their credit card account number and feel confident that their personal information will not be used for any purpose other than processing the transaction.
10. What is MiraPay?
MiraPay is Eigen Development's e-commerce payment gateway service that processes credit card transactions for Merchants who have had an Internet Merchant account (Visa and Mastercard) setup by Revenue Control.
11. What are the costs associated with Credit Card payments?
| Jan. 2007 Update |
Teledeposit (Manual Imprinter) |
Electronic POS Terminal | Web Based MiraPay |
| VISA Fee | 1.79% | 1.79% | 1.79% |
| MasterCard Fee | 1.83% | 1.83% | 1.83% |
| Transaction Fee | $0.30/transaction | $0.15/debit card transaction | Call x. 53312 for fees |
| Monthly Fee | $5.99/month per unit | $30.00/month/ POS card unit | Call x. 53312 for fees |
| Initial Setup Fee | zero Refer to Stand Cost below* | Zero | Call x. 53312 for fees |
12. What should I do when I receive credit card information over the phone?
POS Terminal: If you are using a POS terminal the following steps should be taken:
- Key in the cardholder’s information into your POS terminal and obtain authorization from Global Payments.
- Record the authorization number in case of possible chargeback’s.
- Always obtain authorization for all charges, regardless of the amounts.
- Keep the cardholder’s information in a secure area until no longer needed, then shred.
Manual Terminal: The majority of our departments have switched to POS terminals for processing. Which when proper guidelines are followed provides enhanced security and flexibility for clients. If you are among the remaining few who have not already done so, the following steps should be taken:
- Neatly record the card holder’s information on a sales draft.
- Phone to obtain authorization.
- Record the authorization number in the space provided.
- Always obtain authorization for all charges, regardless of the amounts.
- Keep the card holder’s information in a secure area until no longer needed, then shred.
13. How long should I retain the card holder’s information?
The cardholder’s information should be retained in a secure area, using the guidelines
14. What should I record on a credit card sales draft?
Sale drafts are rarely used, as the majority of our departments have switched to POS terminals for processing. If you are among the remaining few who have not already done so the following should be recorded on a credit card sales draft:
- Cardholder’s number
- Cardholder’s name, as it appears on the card
- Expiration date
- Goods or services purchased
- Your merchant number information
- The amount of the sale
- On the signature line you may record the cardholder’s phone number or sales item number.
15. Can we ask for credit card information to be sent by mail?
Yes you may. Once again be sure the information is kept in a secure area.
16. How often should I close off the terminal?
An End of Day (EOD) Settlement should be performed on your terminal daily.
17. How should I dispose of carbon copy merchant sales drafts?
Carbon copy merchant sales drafts are to be cross shredded when no longer needed.
18. What should I do if the card presented is unsigned?
Request another signed form of identification for verification.
19. What should I do if the signature on the card presented doesn’t match the signature on the sales draft?
Phone for a code; A code 10 allows you to call for an authorization without the client becoming suspicious. Phone and inform the operator that you have a code 10. You will be asked a series of “yes” and “no” questions. If something is amiss the authorization will be declined. The operator may request to speak with the cardholder to ask account information questions that only the true owner of the card would know. You may use a code 10 at anytime you feel that a transaction is not legitimate.
20. Can I keep someone’s credit card number on file if I’m going to be billing them again in the future; if so are there special instructions, what do I do once the billing cycle is over?
Credit card numbers should not be kept on file as a general practice. Limited exceptions apply such as if you need to bill the customer on a frequent and recurring basis (at least monthly) and explicit permission is obtained from the customer.
The credit card number must be filed in a secure location and not stored in a spreadsheet or database unless it is encrypted and password protected. Once the customer relationship is finished, the credit card number should be cross-shredded. It is a good practice to have customers keeping their credit card number on file with the University to sign an authorization form at least annually to confirm their intent to keep their credit card on file.
21. I am holding a credit card number on file as a “security deposit”. How long should I keep this information?
Occasionally a department will process a pre-authorization on a credit card without actually making a charge on the customer’s account, for example: a damage deposit. This may be done directly on the terminal or on a sales draft. Pre-authorizations on a terminal should be removed once the business transaction is completed, unless charges need to be applied. Sales drafts should be cross-shredded or given back to the client.
22. My department information system has a credit card number field in the payment information screen – what do I need to input?
Departments are discouraged from inputting a credit card number into any information system, even when the system has been designed to include a credit card number. The majority of transactions are processed on a terminal which is likely not connected to the system, so entry is not required. If there is a direct link between your information system and the payment processor, security measures must be in place including encryption and password protection – please consult Revenue Control for more details if this applies.
23. How can I switch my Payroll Cheque to Direct Deposit (or what happens if I lose my pay cheque)?
- For Employees switching to Payroll Direct Deposit, fill in the Direct Deposit Authorization Form with your bank information and hand the completed form into Human Resources. The Form is located at the HR website and can be printed from:
http://www.uoguelph.ca/hr/download/didepaut-1a-2.pdf
- If an Employee loses their payroll cheque – they must notify the appropriate departmental administrative staff who in turn contacts Human Resources in order for a stop payment to be placed and a replacement cheque printed.
- Once HR has been contacted, they will summarize the lost cheque details and email Revenue Control to confirm that the cheque has not been cashed. Revenue Control will issue a stop payment on the old cheque. HR staff will make the necessary arrangements to print the new cheque and have it signed.
- Once HR has printed the cheque and have it signed - they will contact the employee to arrange for pickup. This whole process can take 2-3 business days.