Relevant policies and descriptions
Policy Description

UTDBP3040: Payment Acceptance Policy

 This Policy addresses various areas of cash handling applicable to all departments including cash handling and transport, petty cash, and change funds in accordance with UT System’s UTS166 Cash Management and Cash Handling Policy.

UTDBP3035: Credit Card Acceptance Policy

 This policy provides guidance so that the processes of accepting electronic payments comply with the Payment Card Industry Data Security Standards (PCI DSS) and are appropriately integrated with the University’s financial and other systems. In addition, adherence to this policy will ensure compliance with Sections 35.61, 72.004 and 502.002 of the Texas Business & Commercial Code, related to the protection of credit/debit card information and other personal identifying information.

The following steps outline the process for a department to accept credit cards: 

  1. Notify FMS-Treasury@utdallas.eduof the need to accept credit card and/or electronic payments.
  2. If point-of-sale terminals are required and the request is approved, Treasury will coordinate with the department and the Information Security Office to ensure website security and PCI compliance.
  3. The department will be responsible for lease or purchase of devices. The Information Security Office will schedule installation of appropriate software (antivirus, full-disk encryption, etc.) on the computers that will access the website or point-of-sale terminals. 
  4. Treasury will arrange the necessary training for the Merchant Department, as well as any additional information pertinent to the approved payment method.
  5. The Merchant Department should allow sufficient time for this process to be completed. Requests for merchant ID’s and equipment shipment can take several weeks after approval. It is best to contact Treasury at the beginning of the process to ensure that project deadlines can be met successfully. 

Marketplace is a shopping cart application that allows users to make payments online via a shopping cart. It is a delivered application in TouchNet uCommerce and has specific configuration options. There are limited customization options, therefore, we advise merchants to consider including detailed information and instructions on their departmental websites, and use Marketplace to process the payments.

The following steps outline the process for a department to accept credit cards online via Marketplace: 

  • Submit the Marketplace Application form. This form is available via the Galaxy portal, through Gemini > Gemini for Departments > Forms > Marketplace and Treasury > Marketplace Application. As with most PeopleSoft forms, you will need to select “Add new value.”
  • Obtain approval from the school/division Department Head. It is the responsibility of the Department Head to approve the business case and all other information provided in the application.
  • Please include or attach detailed information regarding the options needed in order to process the payments. This information is required in order to configure the online shopping cart. The absence of these details will slow down the approval process.
  • Once submitted, the application form must be approved by the school/division fiscal officer and the cost center manager. The fiscal officer is automatically designated as the Merchant Department Representative and monitors all requests for new store requests. 
  • All application forms will be reviewed by the Accounts Receivable and Tax offices before being approved by Treasury and the Assistant VP of Budget and Finance.
  • The business analyst will allow the department to review the site before go-live. Once the store is enabled, all changes should be requested on the Marketplace Change Request form.
  • The Merchant Department should allow at least 2-4 weeks to have sufficient time for this process to be completed. Additional time must be allotted for those requests that include complicated configuration options or links to departmental websites. Examples include conferences and events that require registration options.

Please use the Marketplace Change Request form to request changes or updates to existing Marketplace stores or sites. This form is available via the Galaxy portal, through Gemini > Gemini for Departments > Forms > Marketplace and Treasury > Marketplace Change Request Form. As with most PeopleSoft forms, you will need to select “Add new value.” 

Marketplace is an online storefront that gives UTD pre-approved Merchant Departments the ability to sell products and services, accept payments through credit card or electronic check, send payment receipts via email, and run sales reports.

Marketplace has been vetted by PCI compliance and OIT so start up time is usually less than 2 weeks. 

Other means of taking online payments are approved on a case-by-case basis and can take 6 months to a year to vet and approve before the department can begin taking payments. 

Marketplace is an online storefront that gives UTD pre-approved Merchant Departments the ability to sell products and services, accept payments through credit card or electronic check, send payment receipts via email, and run sales reports.

Marketplace is a shopping cart.  Think of it as a place to pay for a product or service.

Detailed information can be placed on the departmental website with a link to Marketplace for making the payment.

Due to audit and compliance concerns, the only roles that can be granted to end users is Fulfiller, Fulfiller w/refund rights, and Store Accountant.  End users will no longer be able to create a new store, add or edit products in your store, or add promotions, etc.  These updates must be requested using the Marketplace Change Request Form and/or contact Treasury.  We will work quickly to make any requested changes, however, please allow sufficient time for Treasury to process these requests.

If you need to add a new Merchant and store you can submit a Marketplace Application, which is found here: Galaxy > Gemini Financials > Main Menu > Employee Self-Service > Forms > Marketplace Application > Add a New Value

If you need to add stores, products or update/add user roles to an existing Merchant you can submit a Marketplace Change Request, which is found here: Galaxy > Gemini Financials > Main Menu > Employee Self-Service > Forms > Marketplace Change Request > Add a New Value

  • UTD takes advantage of the State negotiated rate for credit card processing fees charged by the credit card companies (Visa, MasterCard, Discover, Amex).
  • On a monthly basis, fees are distributed to Merchant Departments based on the dollar amount that was collected for a particular month.
  • Credit card fees range from 2-3% of the total dollar amount of sales for a specific month.

Collecting any kind of donations, gifts, endowments, etc. in Marketplace is prohibited.  Please contact the Office of Development at gifts@utdallas.edu for assistance  with setting up a means to collect donations or gifts.

  • Marketplace cannot be used for accepting cash payments.
  • All transactions are done online. Marketplace cannot be used to accept credit card payments requiring a physical swiping machine.
  • It is not recommended to use Marketplace for non-monetary transactions (i.e. free registrations for events).
  • Marketplace is not complex enough to handle an event or conference with multiple sessions with limited seating.
  • If Merchant Departments require sending out invoices/bills to customers, an existing Marketplace Storefront named “Invoicing Payments” centrally handled by the UTD Accounts Receivable Department must be used.

If you have any questions not covered here, or if you need assistance unlocking your account or resetting your password, please contact FMS-Treasury@utdallas.edu

Marketplace Resources

The University accepts electronic payments via ACH or wire transfer for all products and services. Accepting these payment methods usually requires providing bank account information so that the customer can initiate the transfer. Please contact FMS-Treasury@utdallas.edu for assistance in providing banking information or submitting the authorization agreement form for direct deposit (ACH). In order to protect our account information and reduce the risk of fraud, Treasury will submit the banking instructions via encrypted email.

To expedite this process, please provide the following information:

  • Contact Info: The customer’s Finance or Accounts Payable contact information, including email address. The customer will receive a secure encrypted email. For more information about email encryption, please see OIT’s website on email encryption.
  • Documents: Please forward any supplier forms or document requirements that must be returned to the customer. Many companies require a signed ACH banking form. 
  • Payment method: Please confirm the payment method, ACH or Wire transfer. Foreign customers may prefer to pay by wire transfer.

During the normal course of business, a department may receive payment for products or services via check.  Cash may not be accepted.  Any department receiving checks must follow the University’s Payment Acceptance Policy.

Departmental deposits are no longer to be made at the Bursar’s Office. All departmental check deposits need to be submitted via remote check scanners. Please check with your Business or Fiscal Officer to find out if there is a remote check scanner in your area. If no scanner is available and your department regularly makes check deposits, please contact UTD Treasury for additional assistance. 

Receivables and Sponsored Accounting has installed a drop box for use by campus departments receiving infrequent check deposits. The drop box is for check deposits only. No cash or coins will be accepted. 

Following are some important notes regarding cash/check deposits. Please refer to the Cash Handling Policy for more detailed information. 

  • All deposits totaling more than $250 must be deposited daily. Those departments or locations that do not collect revenue each day or whose deposit is not cost efficient for daily deposits must make deposits at least twice weekly. Checks requiring additional research or internal handling shall be photocopied by the department without delay of the deposit. A practical timetable of deposit dates that coordinates with armored car schedules must be established.
  • A departmental check log should be used for the purpose of maintaining a permanent record of incoming checks. Departments that record sales in a cash register do not need to maintain a check log. To maintain proper segregation of duties, the functions of receiving and recording funds should be performed by different people.
  • All checks must be payable to “The University of Texas at Dallas”. A restrictive endorsement, such as a “for deposit only” stamp must be placed on the reverse side of each check at the time of receipt.
  • To the extent allowed by law, a return fee of at least $25 shall be applied to any check returned for NSF (physical or electronic checks and transactions). For any returned transactions, the NSF fee will be charged to the department’s cost center. The department will collect the NSF fee along with the amount of the NSF check.

SPN2 Drop Box Guidelines

Receivables and Sponsored Accounting has installed a drop box for use by campus departments receiving infrequent check deposits. If a department is routinely / frequently utilizing the drop box, RSA will refer contact information to Treasury Department for Remote Deposit Scanner (RDS machine). 

The drop box is for check deposits only. No cash or coins will be accepted in SPN2. If a department has cash/coin to deposit, please contact FMS-Treasury@utdallas.edu for guidance. 

All deposits must be transported in a one-me use tamper evident deposit bag and in accordance with the UT Dallas Cash Handling Policy UTDBP3040 Opens in a new tab.. Contact Tracy Lederer (tracy.lederer@utdallas.edu) with the campus mail stop to request deposit bags, as needed.

Please include your name and department name on the outside of the deposit bag. Place restrictively endorsed check(s) and completed departmental deposit form inside the bag prior to sealing.  Seal the bag before transporting and deposing in SPN2 Drop Box.

SPN2 is located at 3020 Waterview Parkway. The drop box is located on the first floor of SPN2 behind the stairs, near the elevator.  

The drop box is accessible during the open hours for SPN2 – Monday through Friday, 8:00AM – 10:00PM (subject to change).

Standard UT Dallas parking controls apply at SPN2. In addition, visitor parking spaces are available in the front of the building or street parking is available on Stewart Drive.

RSA will supply tamper evident deposit bags for all departments utilizing the drop box. Please contact Tracy Lederer (tracy.lederer@utdallas.edu) with your campus mail stop when deposit bags are needed.

Please include departmental deposit form and the checks to be deposited. 

The bags are one-time use only. Cut open the bag and discard. Use a new deposit bag and ensure all the documents are inserted and information is completed before sealing. 

Please contact FMS-Treasury@utdallas.edu for any questions regarding deposits and cash handling.

Petty cash/change funds:

Prior to the end of each fiscal year, all petty cash and change funds must be verified using the Year-end Cash Fund Verification form. The verification form confirms that the fund is reconciled to the approved fund amount. All petty cash reimbursements must be completed prior to year-end close. This form is available via the Galaxy portal, through Gemini > Gemini for Departments > Forms > Marketplace and Treasury > Cash Fund Verification Form. As with most PeopleSoft forms, you will need to select “Add a New Value.” 

In addition, the Petty Cash/Change Fund Authorization form must be submitted each year-end in order to retain the funds for the following fiscal year. This form also designates the custodians who will be responsible for the funds. Any funds not requested for the new year will be closed at the end of the current fiscal year. This form is available via the Galaxy portal, through Gemini > Gemini for Departments > Forms > Marketplace and Treasury > Petty Cash/Change Fund Auth. As with most PeopleSoft forms, you will need to select “Add a New Value.” 

Prior to year-end close, Treasury will distribute an email notification with the due dates for both forms to all fund custodians. 

Marketplace merchants:

UTD credit card merchants will also be required to confirm the use of all online Marketplace storefronts prior to year-end. All stores that are not currently in use will be disabled until such time as they are needed. Users who no longer have a need for access to the online stores will be removed.

Any department accepting credit cards from patrons in person or online must use one of OBF’s designated suppliers, unless an exception is granted. 

The designated suppliers include:

  • Global Payments (POS processing cards in person)
  • TouchNet Cashiering
  • TouchNet Marketplace
  • TouchNet Ready Partners (Marketplace uPay)
    1. StarRez
    2. Handshake
    3. Target-X
  • Authorize.net
  • University Tickets
  • Audience View

The approved payment processors / gateways include: 

  • Global Payments
  • Authorize.net
  • TouchNet
  • Blackbaud
  • CBORD

If a department believes that it has a significant business case or processing requirement that cannot be achieved using these designated suppliers, contact FMS-Treasury@utdallas.edu for additional information for requesting an exception. 

Please note that exceptions will not be granted for any supplier that requires personal information from any individual or employee.