Three years ago, the College started to use a PeopleSoft ERP called ctcLink. While I am just an accountant, the issue the College is having is accepting credit cards at our cashiering window, there is some issue with PCI compliance and the storage of credit card information in ctcLink. We do not have a problem with students paying their tuition and fees online, as we use a company called CyberSource, they store the information and we have been audited by our State Treasurer for PCI compliance last year and passed.
We could accept credit cards at our cashiering window, but since we would not store credit card numbers, whenever a refund is processed, instead of refunding the amount back to the credit card that paid the student charges, our system would instead issue the student a check for the amount of the refund, a violation of Visa International rules. In addition, If Mom or Dad paid "Junior's" tuition with a credit card, and Jr. decided to drop his classes, he would be issued a refund check, and Mom or Dad may not be very happy with us, and we may have some legal exposure if the parents wanted to go after us for not refunding their credit card.
I have been asked by College Leadership to see if there are any solutions out there that other institutions of higher education have used to solve a similar problem with taking credit cards at the cashier's window, while complying with both PCI and Visa International rules.
It just seems to me in this day and age of the microchip and internet, there has to be a solution for this, and I do not want to have to re-invent the wheel here.
There has to be a vendor with a product that can interface with our accounting system and a credit card machine, if you are using such a product, or know of one that might help us, I would appreciate any feedback.
There are several products out there that interface with ERP systems. The one I am most familiar with is TouchNet's Cashiering software. This would allow you to accept credit cards via in-person transactions through their secured POS system. The transactions would then feed appropriately to the student account while also updating the general ledger. My institution is not currently utilizing TouchNet's Cashiering software, as we got out of the business of accepting in-person credit card transactions years ago. Instead we have setup a computer kiosk (with the necessary security measures) that students log into their student portal and can choose to pay by credit card through our third party vendor. These transactions then feed to the student account, as well as update the general ledger. Any necessary refunds due back to the student, from their credit card transactions, are then refunded to the card used.
Meghan M. Carr
Director, Cashiers Office
University of Missouri
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Ask CyberSource if they have a cashier window solution and ask PeopleSoft what third-party partners they have to address the PCI weaknesses in the current system set-up or what solution do they themselves have to address the PCI weaknesses in ctcLink. PeopleSoft has to be aware of their PCI weaknesses and should be able to provide some guidance more economical than buying new solutions.
We operate Ellucian Colleague and use TouchNet. TouchNet is a partner provider with Ellucian.
Hope this helps,
Patricia Disbrow, CPA, District Comptroller
Dallas County Community College District
4343 IH 30
Mesquite, TX 75150
972-860-7946 or 7720