-
UH System Policies and Procedures
- Board of Regents Policies
- Executive Policies
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Administrative Procedures
- Current Procedures
- Abolished Procedures (Post Oct. 2014)
- + 1. General Provisions
- + 2. Administration
- + 3. Organization
- + 4. Planning
- + 5. Academic Affairs
- + 6. Tuition, Financial Assistance, and Fees
- + 7. Student Affairs
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8. Business and Finance
- 025. Fiscal Responsibilities within the University
- 026. Appointment of Fiscal Administrators and Assistant Fiscal Administrators
- 200. Overview
- 215. Definitions
- 220. General Principles
- 225. Limitations in Purchasing
- 230. Contracting for Services
- 235. Competitive Sealed Bidding
- 240. Competitive Sealed Proposals
- 245. Professional Services Procurement
- 250. Small Purchase – Goods and Services
- 255. Sole Source Procurement
- 260. Emergency Procurement
- 265. Specialized Purchasing
- 266. Purchasing Cards
- 270. Types of Contracts
- 275. Contract Formation and Administration
- 281. Construction and Professional Services in Support of Construction
- 285. Cost or Price Reasonableness
- 290. Requirements of Federally Funded Purchases
- 300. Interests in Real Property
- 305. Use of Non-University Space and Facilities
- 350. Concessions
- 375. Fund Raising by a Recognized University Affiliated Volunteer Group or Non-Profit Organization
- 400. Risk Management Guidelines and Procedures
- 509. Property and Equipment Overview
- 510. Loaned Property, Personally Owned Property, and Collections
- 512. Identification of Property
- 516. Property and Equipment Valuation (formerly Valuation of University Equipment)
- 521. Property and Equipment Acquisition
- 523. Receiving Property and Equipment
- 524. Property and Equipment Maintenance
- 530. Property and Equipment Storage and Movement
- 536. Subcontract Control of Government Property
- 539. Property and Equipment Record Maintenance
- 540. Physical Inventory
- 541. Property and Equipment Management Reports
- 542. Property and Equipment Utilization
- 543. Property and Equipment Transfer and Retirement
- 550. Capitalization
- 555. Impairment of Capital Assets and Retirement of Real Property
- 560. Post-Issuance Tax Compliance Procedures for Tax-Exempt and Build America Bonds
- 561. Tax Treatment of Non-Service Financial Assistance for Individuals
- 565. Tax Reporting of Payments to Postdoctoral Appointments
- 571. Administrative Procedure AP 8.571, University of Hawai‘i at Mānoa Athletics Ticket Sales for Events that are not University of Hawai‘i Athletic Competitions and that Involve Payments to Non- University of Hawai‘i Entities
- 602. General Ledger
- 611. Account Code
- 612. Establishment and Maintenance of Account Codes
- 615. Object Codes
- 617. Revenue and Higher Education Function Codes
- 619. Fund Groups
- 620. Gifts
- 621. Delinquent Financial Obligation Tax Setoff Hearings
- 622. University Endowments
- 635. Accounting For Leases
- 636. Supply Inventory
- 641. Journal Entries
- 650. Continuation and General Clearing Accounts
- 651. Non-Student Accounts Receivable and Delinquent Financial Obligations
- 671. Year-End Accounting Data
- 685. Cancellation or Replacement of University of Hawaii General Account Checks
- 686. Terminal Vacation Payout
- 701. Receipting and Depositing of Funds Received by the University
- 702. Establishment of Electronic Funds Transfer and Receipt of Funds
- 710. Credit Card Administration
- 731. Student Accounts Receivable and Delinquent Financial Obligations
- 740. Dishonored Checks
- 750. Establishment and Maintenance of Change Funds
- 760. IRS Compliance for Reporting Cash Payments Over $10,000
- 770. Student Refunds
- 802. Requirement of Direct Deposit and/or ACH
- 806. Roles and Responsibilities for Payment Transaction Processing
- 808. Bank Wire Transfer
- 851. Employee Out-of-State and Intra-State Travel
- 852. Personal Automobile Mileage Voucher
- 853. Mobile Devices and Related Communications Services Program
- 863. Relocation Allowances
- 867. Information Reporting on 1099-MISC, 1099-NEC and Backup Withholding on Payments
- 868. Reporting and Withholding on Payments to Nonresident Aliens and Foreign Corporations
- 870. Pay Types and Pay Days
- 871. Distribution on Security of Paychecks
- 873. Payroll Processing Cycle Deadlines
- 876. Overtime Authorization and Compensation
- 877. Salary and Wage Overpayment Recovery
- 879. Post Death Payments
- 926. Administrative Procedure, AP 8.926 Administrative and Financial Management Requirements for Extramurally Financed Research and Training Programs/Activities of the University of Hawai`i (UH
- 927. Administrative Procedure, AP 8.927 Facilities & Administrative Cost Charges in Contracts and Grants
- 951. Accounting for Federally Matching Equipment Grants
- + 9. Personnel
- + 10. Land and Physical Facilities
- + 11. Miscellaneous
- + 12. Research
- Archived AP
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UH‐Related Laws and Rules
- Hawaiʻi Revised Statutes (HRS) 304A
- Hawaiʻi Administrative Rules (HAR) Title 20
Administrative Procedure 8.710 Administrative Procedure 8.710Title
Credit Card Administration
Header
Administrative Procedure Chapter 8, Business and Finance
Administrative Procedure AP 8.710, Credit Card Administration Effective Date: September 2021 Prior Dates Amended: June 1992, July 2001, April 2005, March 2015, January 2020 Responsible Office: Office of the Vice President for Budget and Finance/Chief Financial Officer Governing Board and/or Executive Policy: EP 1.102, Authority to Manage and Control the Operations of the Campus Review Date: September 2023 I. Purpose
This policy applies to credit card payments processed by the University designated as the merchant of record. The purpose of this policy is to outline the responsibilities of departments that accept credit card payments and to provide procedures for these departments to follow.
To safeguard the University’s information technology resources and to protect the confidentiality of cardholder data, adequate security measures must be taken. Credit card data stored, processed, or transmitted by the University merchant accounts must be protected and must conform to the Payment Card Industry Data Security Standard (PCI DSS). The University requires that all departments that accept credit card payments comply with applicable PCI DSS requirements and related University policies and procedures. Departments that fail to comply with PCI DSS and University policies and procedures may have their ability to accept credit cards suspended or revoked. In addition, they may face penalties, fines, or restrictions. II. Definitions
III. Administrative Procedure
Goal - Maintain an Information Security Policy Consistent policies and procedures are required to be practiced and followed at all times. All employees should be aware of the sensitivity of data and their responsibilities for protecting it. The University’s information security policy and procedures apply to all employees (full-time, part-time, casual hires, student employees) and others (i.e. volunteers) that work within the University’s cardholder data environment. If cardholder data is shared with a 3rd party Service Provider: • A list of such Service Providers must be maintained. • There shall be a written agreement with the Service Provider. • The Service Provider shall be monitored for PCI DSS compliance. If a merchant department believes it may have a breach of cardholder information or of systems related to the PCI environment, refer to Appendix C for University’s PCI Incident Response Plan Guidelines.
IV. Delegation of Authority
There is no administrative specific delegation of authority.
V. Contact Information
Treasury Office, 956-7638, or jyama@hawaii.edu
Website: http://www.fmo.hawaii.edu/cash_handling/index.html#tab1 VI. References
PCI Security Standards Council: https://www.pcisecuritystandards.org/pci_security/
PCI DSS validated payment applications: https://www.pcisecuritystandards.org/assessors_and_solutions/payment_applications?agree=true. Visa Global Registry of Service Providers: https://www.visa.com/splisting/searchGrsp.do ITS Minimum Security Standards: https://www.hawaii.edu/infosec/minimum-standards/ VII. Exhibits and Appendices
Appendix A – UH PCI Technical Guidelines
Appendix B - Credit Card Administration – Participation and Change Request Form Appendix C – UH PCI Incident Response Plan Guidelines Approved Signed Kalbert Young November 02, 2021 Date TopicsCredit Card ; Confidentiality ; Security ; DataAttachments+ Form Fillable Attachment(s)
+ Non-Fillable Attachment(s)
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