Becoming a Campus Merchant

Departments on campus may be looking to accept payment for products or services they offer. All Merchants must be approved through the Business Office. Please follow the following procedure to become a campus merchant:

  1. Departments wanting to become a merchant, change, or add merchant options must submit a New Merchant Request E-form.
  2. Departments must maintain proper approvals associated with collecting payments.
  3. All merchants must have an IFR where deposits will be made.
  4. Departments are responsible for reconciling all merchant activity and maintaining all records in compliance with SUNY Records Retention policies. 

Payment Options

There are three main payment types departments may choose to accept: cash instruments, credit cards, and online eCommerce.

Cash Instruments

  1. All cash/check activity must be in compliance with Campus Policy #208 Cash Receipt Guidelines.
  2. Departments wishing to maintain a cash balance in their office will also need to review Campus Policy #222 Change Fund Petty Cash Guidelines and submit a request form.

Credit Card

  1. To accept credit cards on campus, departments must be in compliance with Campus Policy #218 PCI DSS Compliance and #303 Information Security. PCI DSS training is required before credit card payments can be accepted, and on an annual basis thereafter. Request training access here
  2. All credit card processing must occur under a Binghamton University merchant account, or approved alternative.
  3. Merchant fees are currently covered by state funding. If at any point this is rescinded, departments will be responsible for these fees.
  4. In-Person Credit Card Point-Of-Sale (POS) transactions require equipment which can be rented through the current merchant services agreement. The associated costs are covered by state funding. If a department chooses to work with a third party software vendor, they will be responsible for all associated costs including equipment.

eCommerce

  1. eCommerce is an option to accept credit card payments online. Similar to accepting credit cards, departments must be in compliance with Campus Policy #218 PCI DSS Compliance and #303 Information Security. PCI DSS training is required before credit card payments can be accepted, and on an annual basis thereafter. Request training access here
  2. All credit card processing must occur under a Binghamton University merchant account, or approved alternative.
  3. Merchant fees are currently covered by state funding. If at any point this is rescinded, departments will be responsible for these fees.
  4. Nelnet Storefront
    1. Nelnet Storefronts are campus managed to allow collection of online payments for items such as fees or registration. Additional information can also be collected in the process depending on the department's need.
    2. Storefronts are built and run by the Student Accounts Office.
    3. Departments must have approval from the Business Office to request changes in Storefronts.
  5. Third Party Software Vendor
    1. Outside vendors may offer a package that works better with a department's online payment needs. It is recommended, but not required that the vendor already has a relationship with Nelnet for better integration with Binghamton University's Banner system.
    2. The department will be responsible for all costs of procuring an outside vendor.
    3. The vendor must provide attestation of PCI DSS compliance.