Accepting Payments for Short-Term Events
We are here to help!
The Student Business Office and Treasury Services support safe, secure payment processing for WWU short-term events. Hosting a bake sale, selling t-shirts, or collecting donations? Read on to learn about available payment devices, how to request them, and the required training. Bonus – these services are all free of charge!
How It Works
Our office provides credit card readers for use during short-term fundraising events and sets up an eMarket website to showcase event-specific items for sale.
During your event, the eMarket is accessed from a laptop, tablet, or phone and links to the credit card reader to securely process payments. Funds from credit card sales deposit directly to your funding string in real time—no separate deposit needed.
- A funding string is the account information that tells our office where to deposit your money. It includes your FOAPAL (Fund, Organization, Account, Program, Activity, Location). Every revenue transaction at Western must include at least a Fund, Organization, Account, and Program code.
Getting Started
1. Complete the eSign Form
Submit the Request to Accept Payment for a Short-Term Event Form. Be prepared with your funding string (FOAPAL) details and a list of names and email address for all individuals processing payments at your event. Your Financial Manager can assist in providing your funding string information.
2. Allow Two Weeks for Processing
Because eMarket setup is detailed, please submit your esign form at least 2 weeks before your event.
While we prefer 2 weeks’ notice, we understand unexpected situations can arise and will always do our best to support your fundraising—especially since alternative payment methods are not allowed. However, forms submitted fewer than 5 business days before an event will incur a $20 late request fee charged to your department. If you have concerns about this fee, please contact your department’s financial manager.
3. Complete PCI Compliance/Cash Handling Training
A Student Business Office team member will email all cashiers/operators listed on the Short-Term Event eSign Form with required PCI training, which is easily accessible on a computer or phone.
- This PCI compliance training is mandatory to ensure cardholder data is properly protected when processing, storing, or transmitting financial information.
- Cashiers/operators who do not complete it may not handle change funds or credit card readers during the event.
Available Devices
The credit card readers are small, handheld devices that are able to process credit card payments quickly and securely. They require connection to a secure, password protected WiFi network. All devices are automatically connected to campus Wifi network “WWUwireless-Secure” to ensure secure and successful processing.
The Student Business Office can provide a “change fund” which includes small bills in order to provide change during cash transactions. Please note, it is your responsibility to return the change fund separately from the cash accepted during your event. A deposit bag will be provided at pick-up along with instructions on how to organize your cash for deposit and separate the change fund cash for return to the SBO.
If you do not have a personal or departmental laptop, tablet, cell phone etc. to be used in conjunction with your credit card reader, these types of devices are available for check-out through ATUS. Please contact ATUS directly at (360) 650-3300 or ClassroomServices.FO@wwu.edu for details.
If your event is being held off-campus or in an area of campus where WWUwireless-Secure network is unreliable, secure WiFi Hot Spots are available for check-out from the SBO in conjunction with your credit card reader. Please make note of this request when completing your event esign form.
Only cashiers/operators listed on the event esign form will be eligible for pick-up of devices and change funds and must provide photo identification. It is recommended to bring your laptop/tablet/cell phone at the time of pick-up for a brief training on the navigation of your event emarket webpage. Please note that devices will not be checked-out if PCI compliance training has not been completed.
Downloadable To-Do List
Download the Short-Term Event To-Do List to ensure you are meeting all requirements to check-out necessary devices and safely accept payments at your upcoming event.