This entire document is available in Adobe Pdf format at http://www.miami.edu/account-services/web_payment_setup_procedures.pdf.

New Process Implementation

If a department is considering using a third party vendor (not myUM website) to manage payments and/or charges, they are responsible for contacting the appropriate individuals at the University to ensure that the process has been approved and checked for PCI compliance. The following persons should be involved:

Accounts Receivable System

Departments who need to process online credit card and electronic check (ACH) payments on myUM must contact the Office of Student Account Services to determine what the best course of action for their process is. A payment classification must be identified to determine how funds will be managed by the system.

Payment Classification

1. AR (Accounts Receivable) - Payments that will be tracked in the Accounts Receivable system must have a corresponding charge for the funds that are received and credited to the student's account.
   1. For example - Tuition deposits are offset by a tuition charge. The same applies to housing deposits and law school tuition deposits.
2. NONAR - Payments that do not have a corresponding charge on the student's account can be classified as NONAR. These are payments or funds that will be received and will automatically be deposited to a bank or sent to a credit card merchant for processing.
   1. For example - Admission Deposits, United Way Donations, Purchase of Athletic Tickets

AR Payment Procedures

1. Department should contact Chris Perez (OSAS Director) to determine payment classification type.
   1. New payment processes require further analysis. A meeting request should include Hiram Sem, Jose Abreu, Connie Barrera, and Aimee Echeverri.
   2. Special programming requests must be directed to Jose Abreu in IT.
2. Department must fill out Web Payment Project Details form and send to Andrew Gordon (OSAS Associate Director) for further processing.
3. Department must fill out Credit Card Account Setup Form and send to Jose Abreu for processing.
4. Once process is finalized by OSAS and IT, primary contact personnel within the department will be given access to reports to track their credit card and ACH transactions.
   1. If not an RDS user, fill out the RDS Access Form.
5. Department is responsible for finalizing web link on myUM pages with IT.
6. Credit Card Reversals will be initiated by the department with the Commerce Payments Refund Request Form . Form can be sent to Andrew Gordon for processing.
7. ACH (electronic check reversals) will be sent to OSAS and they will refund the student with a paper check or via direct deposit after 20 day waiting period to ensure ACH has cleared the bank.

NONAR Payment Procedures

1. Department should contact Chris Perez (OSAS Director) to determine payment classification type.
   1. New payment processes require further analysis. A meeting request should include Hiram Sem, Jose Abreu, Connie Barrera, and Aimee Echeverri.
   2. Special programming requests must be directed to Jose Abreu in IT.
2. Department must fill out Web Payment Project Details form and send to Andrew Gordon (OSAS Associate Director) for further processing.
3. Department must fill out Credit Card Account Setup Form and send to Jose Abreu for processing.
4. Once process is finalized by OSAS and IT, primary contact personnel within the department will be given access to reports to track their credit card and ACH transactions.
   1. If not an RDS user, fill out the RDS Access Form.
5. Department is responsible for finalizing web link on myUM pages with IT.
6. Credit Card Reversals will be initiated by the department with the Commerce Payments Refund Request Form . Form can be sent to Andrew Gordon for processing.
7. ACH (electronic check reversals) will be sent to OSAS and they will refund the student with a paper check or via direct deposit after 20 day waiting period to ensure ACH has cleared the bank.
8. Department is ultimately responsible for managing their own accounts with the assistance of the Controller's Office.