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height:unset"><span></span></a> <div class="header-region"> <div class="block block-search " role="search" id="block-search-form"> <form action="/how-to-guides/accounting-reporting/onboarding-new-merchant-staff" method="post" id="search-block-form" accept-charset="UTF-8"> <label class="element-invisible">Search form</label> <div class="form-type-textfield form-item-search-block-form"> <label class="element-invisible" for="edit-search-block-form--2">CO Search</label> <input title="Enter the terms you wish to search for." placeholder="" type="text" onblur="if (this.value == '') {this.value = 'Search this site';}" onfocus="if (this.value == 'Search this site') {this.value = '';}" id="edit-search-block-form--2" name="search_block_form" value="Search this site" size="30" maxlength="128" /> </div> <div class="form-actions form-wrapper" id="edit-actions"><input type="submit" id="edit-submit" name="op" value="Search" /></div><input type="hidden" name="form_build_id" value="form-50wEpcIMAeZIMPPuWIzImgHrY1HgqSfCQVuGD7_6RmQ" /> <input type="hidden" name="form_id" value="search_block_form" /> </form> </div> <nav class="block block-menu-block " role="navigation"> <ul class="menu"><li class="menu-mlid-2426"><a href="/search/form">Forms</a></li> <li class="menu-mlid-3836"><a href="/search/how-to-guide">How-To Guides</a></li> <li class="menu-mlid-3841"><a href="/news">News</a></li> <li class="menu-mlid-3846"><a href="/services/controllers-office">Contact Us</a></li> </ul> </nav> </div> </div> </header> </div> <div class="page-container"> <h2 class="element-invisible">You are here</h2><div class="breadcrumb"><span class="inline odd first"><a href="/">Home</a></span> <span class="delimiter">禄</span> <span class="inline even"><a href="https://controller.ucsf.edu/accounts-receivable-banking-services/credit-card-merchant-services">Credit Card Merchant Services</a></span> <span class="delimiter">禄</span> <span class="inline odd"><a href="https://controller.ucsf.edu/accounts-receivable-banking-services">Accounts Receivable and Banking Services</a></span> <span class="delimiter">禄</span> <span class="inline even last">Onboarding New Merchant Staff</span></div> <div class="page row clearfix"> <div class="inner-wrapper"> <div role="main" id="main-content" class="col"> <h1>Onboarding New Merchant Staff</h1> <div class="panel-display panel-1col clearfix" > <div class="panel-panel panel-col"> <div> <div class="co-bp-pane">  <article class="node node-co-functional-process-article " about="/how-to-guides/accounting-reporting/onboarding-new-merchant-staff" typeof="sioc:Item foaf:Document"> <header> <h2 ><a href="/how-to-guides/accounting-reporting/onboarding-new-merchant-staff" rel="bookmark">Onboarding New Merchant Staff</a></h2> </header> <span property="dc:title" content="Onboarding New Merchant Staff" class="rdf-meta element-hidden"></span> <footer class="article-meta"> </footer> <div class="content"> <div class="field field-type-text-long field-name-field-co-bp-purpose field-name-field-co-bp-purpose"> <p>This guide outlines the steps required <strong><em>before </em></strong>an employee can handle credit cards.</p> </div> <div id="co-bp-key-concepts" class="group-key-concepts field-group-div co-Card co-Card--bp"> <div class="field field-type-text-long field-name-field-co-bp-concepts field-name-field-co-bp-concepts"> <h2>Policy Insight</h2> <p>The University is obligated to comply with laws, regulations, guidelines, and policies such as <a class="co-external-link" href="https://policy.ucop.edu/doc/3420337/BFB-BUS-49" target="_blank">BFB BUS-49 <span class="co-offscreen-item">(opens in new window)</span></a> and <a class="co-external-link" href="https://policy.ucop.edu/doc/7000543/BFB-IS-3" target="_blank">BFB IS-3 <span class="co-offscreen-item">(opens in new window)</span></a>, to safeguard sensitive financial information, including credit and debit card data of its customers. In accordance with UCOP and UCSF policy, all Credit Card Handlers must complete online UCSF PCI Security Awareness Training. Department supervisors or managers are required to educate employees upon hire and hold refresher courses annually. Background checks and fingerprinting are mandatory.</p> </div> </div><div id="co-bp-details" class="group-details field-group-div co-Card co-Card--bp"> <div class="field field-type-text-with-summary field-name-body field-name-body"> <h2>Establishing New Credit Card Handlers</h2> <h3>Background Check</h3> <p>Employees who will be processing payments and/or handling card or payment data must have a background check on file. Proof of background check completion must be maintained on file within the department as well as the appropriate HR Service Center.</p> <ul> <li><strong>Employees hired on or after March 13, 2017,</strong> complete a background check as part of the pre-employment process.</li> <li><strong>Employees hired prior to March 13, 2017, who do not already have a background check completed by LiveScan</strong> will need to complete a new background check.</li> </ul> <h3>Training</h3> <p>New credit card handlers must complete the required online course, <strong><em>PCI DSS Security Awareness Training</em></strong>, in the UC Learning Center. Completion of this training is required before the employee can handle credit cards and annually thereafter as long as they continue to handle credit cards.</p> <p>If you, the employee's supervisor/manager, cannot assign this course to the employee in the UC Learning Center, send an email request to <a href="/cdn-cgi/l/email-protection" class="__cf_email__" data-cfemail="307d55425358515e441e635542465953554370455343561e555445">[email protected]</a>. Include:</p> <ul> <li>Employee's full name</li> <li>Employee's email address</li> <li>Employee's UCSF employee ID</li> <li>Request the new credit card handler be assigned to the PCI Security Awareness Training</li> </ul> <h3>Access to Reconciliation Reporting</h3> <p>Departments need to email the following information for new credit card handlers or depositors to access reconciliation reporting from Merchant Services:</p> <ul> <li>Name</li> <li>Phone Number</li> <li>Email Address</li> <li>Department Name</li> <li>Department Box Number</li> <li>Department Physical Address</li> <li>Name of supervisor/manager</li> </ul> </div> </div><div id="co-help-support" class="group-help-support field-group-div co-Card co-Card--bp"><h2><span>Help and Support</span></h2><div id="bp-process-contact" class="group-process-contact field-group-div u-flexBox"> <div class="field field-type-email field-name-field-co-email field-name-field-co-email"> <label>Email</label> <a href="/cdn-cgi/l/email-protection#3e735b4c5d565f504a106d5b4c48575d5b4d7e4b5d4d58105b5a4b"><span class="__cf_email__" data-cfemail="9ed3fbecfdf6fff0eab0cdfbece8f7fdfbeddeebfdedf8b0fbfaeb">[email protected]</span></a> </div> </div></div><div id="co-related-resources" class="group-related field-group-div co-Card co-Card--bp"><h2><span>Related Resources</span></h2> <div class="field field-type-link-field field-name-field-link field-name-field-link"> <div class="field-items"> <div class="field-item even"><a href="https://controller.ucsf.edu/general-accounting/training/ucsf-pci-dss-security-awareness-training" class="co-link-training">UCSF PCI DSS Security Awareness Training</a></div> <div class="field-item odd"><a href="https://policy.ucop.edu/doc/3420337/BFB-BUS-49" target="_blank" class="co-link-policy">UCOP Business and Finance Bulletin: Cash and Cash Equivalents Received (BUS-49)</a></div> <div class="field-item even"><a href="https://policies.ucsf.edu/policy/300-14" target="_blank" class="co-link-policy"> UCSF Campus Administrative Policy 300-14: Cashiering</a></div> </div> </div> </div> </div> </article> </div> </div> </div> </div> </div> </div> </div> </div> <div class="footer-container"> <footer role="contentinfo" class="row"> <div class="footer-top"> <nav class="block block-menu co-menu-footer " role="navigation"> <h2 class="title">Resources</h2> <ul class="menu"><li><a href="/calendars-schedules">Calendars & Schedules</a></li> <li><a href="https://ucsf.box.com/s/og7ln4wcj0y07fn0oh1hmmxzms7hndm0" target="_blank">CONET (for Controller's Office Staff)</a></li> <li><a href="/user">Log In</a></li> <li><a href="/services/controllers-office-solution-center">Controller's Office Solution Center</a></li> <li><a href="/careers" target="_blank">Employment</a></li> <li><a href="/service-partnership-agreement">Service Partnership Agreement</a></li> <li><a href="https://brm.ucsf.edu/stip" target="_blank">STIP (Budget & Resource Management)</a></li> <li><a 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