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credit cards for security and compliance with the Payment Card Industry Data Security Standard
(PCI-DSS).
The merchant agrees to the campus policy below regarding sensitive data. This policy
recognizes credit card data as restricted data. This data needs to be protected. Card holder data
includes:
The Primary Account Number (PAN) is the unique payment card number and identifies
who issued the card as well as the particular cardholder account
The Cardholder name, card expiration date and/or service code
Security-related information, including card validation codes/values. This refers to the
magnetic-stripe data and printed security features such as the CAV, CVC, CVV or CSC
code, (the name depends on the payment card brand), as well as PINs, and PIN blocks
used to authenticate cardholders and/or authorize payment card transactions
http://www.cio.wisc.edu/policies.aspx
Storage of Credit Card Data
Under no circumstances should card holder data be maintained in an electronic format. This
includes saved on a computer, CD, removable drive, or any other form of electronic media.
The storage of paper records containing credit card information should be limited to that needed
to conduct business. These records will be stored in a locked filing cabinet or safe in a locked
room. The portion of the paper containing the credit card number will be destroyed after the
transaction is processed. All paper transactions containing credit card numbers should be
processed as soon as possible, preferably within 24 hours.
Under no circumstances should the CVV code be stored or recorded on paper.
Processing Credit Card Data
Online Payments (optional)
The department may not provide computers with the intent that the customer uses the
computer to complete online orders.
Departmental resources (computers and staff) will not be used to process credit card data.
Department staff will not type customer credit card data into departmental computers.
Customers will use their own computer to initiate orders.
By E-Mail
Do not process any request received via email which includes card holder data
Instead,
o
o
o
o
o Purge the deleted voice mail from the voice mail box
o Provide the customer with alternate ways to do business with us (see sample)
By US Mail (credit card information accepted only if you can adhere to special processing)
Do not process any request received via US Mail which includes card holder data unless
you are able to follow these 3 steps:
o Requests received via US mail which include card holder data should be charged
the same day they are received by typing the information into an authorized credit
card reader connected to the UW-PCI network, dial-up phone network, or cell
phone wireless system.
o Credit card information must then immediately be cut out of the form and crosscut shredded to destroy it.
o If mail cannot be processed the day it is received, the form must be locked in a
drawer or a cabinet belonging to a person with PCI operator training or above.
The office must be locked whenever the PCI operator is not present.
If you cannot fulfill the steps listed above, or the unit manager chooses not to accept
credit cards presented by US Mail, follow the steps below:
o Note the persons contact information
o Cross-cut shred the mail
o Provide the customer with alternate ways to do business with us. (see sample)
By Fax (credit card information accepted only if you can adhere to special processing)
Do not process any request received via fax which includes card holder data unless you
are able to these 4 steps:
o Requests which contain credit card data can only by received via fax machine can
only be sent to a fax machine located in the office of a person with trained as a
PCI operator or higher. The office must be locked whenever the person is not in
the room.
o Requests must be charged the same day they are received by typing the
information into an authorized credit card reader connected to the UW-PCI
network, dial-up phone network, or cell phone wireless system.
o Credit card information is then immediately cut out of the form and cross-cut
shredded to destroy it.
o If a fax transmission cannot be processed the day it is received, the form must be
locked in a drawer or cabinet of a person with PCI operator training or above.
That persons office must be locked when the person is not present.
If you cannot fulfill the steps listed above, if the request arrives at a fax not located in a
space controlled by someone with PCI operator training, or if the unit manager chooses
not to accept credit cards received by fax, follow the steps below:
o Note the fax transmission contact information
o Cross-cut shred the fax
o Provide the customer and provide alternate ways to do business with us. (see
sample)
Sample response: