Policy and procedure:
Charges for online and in-person credit card payment services 
provided by the Office of Communications


Rationale

When we receive online, phone or in-person credit card transactions for conference/event registrations or for goods or services provided by College units, service charges are automatically made to the Office of Communications’ merchant account by the credit card company, the online payment gateway (Authorize.net), and the payment processing company (Global Payments). The fees vary slightly for each transaction but average about 5 percent of the amount of the transaction. We also incur costs related to hosting the secure web site and web developer support.

Policy statement

In order to continue to provide credit card payment services for conference/event registrations or for goods or services provided by College units other than the Office of Communications, the Office of Communications must recover its costs related to providing these services.

Procedure

Upon receiving online, phone or in-person credit card payments for conference/event registrations or for goods or services for a unit other than the Office of Communications, we  will retain 5 percent of each transaction to cover our out-of-pocket costs. This is not negotiable. 95 percent of the registration fee will be remitted to the unit’s KFS  account, and 5 percent will be remitted to the Communications store account, from which the fees and other costs are paid. Conference/event planners or providers of goods or services may adjust their prices to include the 5 percent.

A credit card refund also costs us about 5 percent of the costs of the transaction. Therefore, unless necessitated by our error, all full or partial refunds will be made entirely from the unit’s account. In addition, Communications will bill the planners or providers for 5 percent of the refunds.

This document will be reviewed annually and updated as necessary.

4/4/2011
Rev. 6/20/2014
Revised 6/1/2016