Credit Card Data Security Procedures

The purpose of this document is to describe the responsibilities one assumes when one undertakes the collection, processing, storage, or dissemination of other people’s credit card data.

All credit card data must be protected against unauthorized access.

  • Do not keep credit (or debit) card numbers or copies of credit card payment forms on file.
  • Do not enter or store credit (or debit) card numbers in departmental databases, including computer hard drives, CDs, disks, and other external storage media.
  • Use only the official TCU Credit Card Payment Forms distributed by the TCU Financial Services office to collect and transmit credit card data.
  • Hand carry official TCU Credit Card Payment Forms, accompanied by a properly completed TCU Departmental Deposit Form, to TCU cashiers on a daily basis using a secure locked bank bag. (See Credit Card Deposit Procedures below.)
  • Do not transmit credit card data via interoffice mail.
  • Do not transmit credit card data via email, fax, or the Internet.
  • Store any completed Credit Card Payment Forms that have not yet been transmitted to the cashiers under lock and key that can only be accessed by authorized users.
  • Shred any existing paper documents that contain credit card data using a crosscut shredder. Do not discard in the trash.
  • Delete credit card data from existing electronic databases, including computer hard drives, CDs, disks, and other external storage media.
  • Do not publicly display credit card data or leave unattended, even on your desk or the desk of a co-worker.
  • Do not disclose credit card data.
  • POS (point of sale), credit card swipe terminals, and all other devices used for processing credit card payments must be PCI compliant and approved by TCU Financial Services.

Credit Card Deposit Procedures

  • Hand carry official TCU Credit Card Payment Forms, accompanied by a properly completed TCU Departmental Deposit Form, to TCU cashiers on a daily basis using a secure locked bank bag.
  • Use the Departmental Deposit Form to record the credit card total dollar amount and the number of credit card transactions.
  • Sign the Departmental Deposit Form and place in the bank bag with the credit card deposits.
  • Lock the bank bag.
  • Hand deliver the bank bag to the Cashiers (Sadler Room 2011).
  • Ensure that the Cashier verifies the credit card information on the Departmental Deposit Form.
  • Take the unlocked bag back to the department.

For further information on this credit card security requirements or assistance with sensitive personal information (SPI) protection, please see http://security.tcu.edu/SecuringSPI.htm