Accepting Payments for Short-Term Events
We are here to help!
The Student Business Office teams with Treasury Services to ensure safe and secure payment processing during WWU student fundraising events. Having a bake sale? Selling t-shirts at an event? Simply accepting donations? Please continue reading to learn about available payment processing devices, how to request them, and the required training to use them. Bonus – these services are all free of charge!
How It Works
The SBO provides access to credit card readers for student use during short-term fundraising events. Treasury Services then assists in establishing an eMarket website showcasing event-specific items for sale.
The eMarket website is then accessed from your laptop/tablet/cell phone during your event and links to the credit card reader to process payments securely. These payments will deposit directly to your funding string and post in real time - no need to deposit the funds later.
- A funding string is a series of account details that tells the SBO where to deposit your money! These account details include your FOAPAL, which stands for Fund, Organization, Account, Program, Activity, and Location. Every revenue transaction at Western is required to have at least a Fund, Organization, Account, and Program code associated with it.
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 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
Due to the detailed nature of the eMarket set-up process, we ask that you submit your form at least 2 weeks prior to your event date. This also allows us to coordinate and ensure that all groups wanting to use the devices are able to. Waiting until the last minute may mean there are no devices available for use - and you can't use alternative methods.
3. Complete PCI Compliance/Cash Handling Training
A member of the Student Business Office team will email all cashiers/operators listed on the Short-Term Event eSign Form with required training. This is a short electronic training that can be completed on your computer or cell phone.
It is important that all cashiers/operators learn and follow a set of Payment Card Industry (PCI) standards when processing, storing or transmitting a cardholder’s financial information during credit card transactions. PCI compliance training is mandatory in order to ensure the proper protection of cardholder data.
Cashiers/operators that do not complete this training will not be permitted to handle change funds or credit card readers during their short-term 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
Don't Stress!
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.
Short-Term Event To-Do List
Thank you for helping us make your event a success!
If you have questions or concerns about the event process, please contact the following:
Treasury Services
- Treasury.Services@wwu.edu
- 360-650-3720
Student Business Office
- SBO@wwu.edu or Cashier@wwu.edu
- 360-650-2865
