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Merchant Services

University Units may act as merchants; however, Treasury Services approves and coordinates all University credit card merchant services. The University accepts the following payment card brands:

  1. Visa
  2. MasterCard
  3. American Express
  4. Discover

No other credit cards are authorized for acceptance by university units.

BYU is committed to following all industry regulations, including Payment Card Industry (PCI) data security standards for all credit card transactions. If university units contract with third-party vendors, the third-party vendors must comply with all industry regulations. Before contract signing under the direction of the University Purchasing Office, University Legal Counsel reviews and approves all credit card-related contracts.

As part of university unit due diligence in taking credit card payments, the university unit must consider the following:

  1. Do you have a merchant number to process credit card payments?
  2. If a third-party vendor is involved, is the third-party PCI compliant?
  3. What fee will be charged to process credit cards?
  4. How is the credit card payment authorized and settled?
  5. How does the university unit receive payment?
  6. When, how, and how often will payments be recorded to the general ledger?
  7. What is the reconciliation process to ensure all payments are accounted for from the time of receipt until accepted by the bank and journalized to the general ledger?
  8. Is BYU contractually protected against theft of sensitive credit card data, and are all systems PCI compliant?
  9. Will sensitive credit card data be collected, processed, and/or stored on BYU hardware?
  10. Will point-of-sale or proxy payments be processed by a BYU employee or on a BYU computer?

Please click on the following link to access the related item:

Merchant Credit Card Policy - Located in the University Handbook (Through Route Y )

Understanding Chargebacks and the Importance of a Refund Policy

A chargeback is a process initiated by a customer through their financial institution, requesting a reversal of a credit card transaction. Chargebacks can occur for various reasons, such as unauthorized transactions, goods not received, or dissatisfaction with the product or service. It's important to note that chargebacks are the responsibility of individual merchants, and they can have financial implications and impact on merchant reputation.

To minimize the occurrence of chargebacks and provide a clear framework for customer interactions, we strongly advise all merchants to have a well-defined refund policy in place. A refund policy outlines the terms and conditions under which customers can request refunds for products or services. A transparent and fair refund policy can help mitigate disputes and reduce the likelihood of chargebacks.

If a chargeback does occur, merchants are responsible for responding to the chargeback request and providing relevant documentation to support their case. However, we understand that navigating the chargeback process can be complex. Merchant Services in the Treasury department is available to assist merchants and provide guidance and support with chargeback-related matters. We can offer insights, advise on the necessary documentation to challenge the chargeback, and help build a solid case for the merchant. We will also be able to file the chargeback dispute for you, with the proper documentation.

By fostering a proactive approach to chargebacks and maintaining a customer-friendly refund policy, merchants can enhance customer satisfaction, establish trust, and safeguard their business from potential financial setbacks. Open communication and cooperation with the Merchant Services team can help manage chargeback situations effectively.


Braden Stohlton

Gene McMurtrey