Selling on Campus
Treasury Services is here to make it easy for departments to safely accept credit card payments for approved sales.
If your department is planning to sell goods or services, this page will guide you through what you need to know—from understanding tax responsibilities to choosing the right payment services to support your business.
Getting Started with Sales
Step 1: Register Your Department for Sales
Before your department can begin accepting payments, you’ll need to complete the Bankcard Authorization Form. This form ensures your business activity is properly set up and compliant with University policies. Key details you’ll provide include:
- Department information and description of goods, services, or fees
- Expected number and size of transactions
- Types of payments you’d like to accept (in-person, online, mail, phone, etc.)
- Budget string to cover equipment and processing costs
Once submitted, Treasury Services will review your request and help get your department authorized to start selling.
Step 2: Get Your Staff Trained
All staff who will handle payments must complete PCI compliance and cash handling training before beginning sales.
As University payment processors, we share the responsibility of protecting customer data by maintaining Payment Card Industry Data Security Standards (PCI DSS). This means:
- Following strict industry standards to safeguard credit card information
- Ensuring secure practices every time a payment is processed
- Reducing risk for both the customer and the University
Visit the PCI Compliance & Training webpage for training details and requirements:
Payment Options
At Western, there are several types of credit card processing methods used:
| Credit Card Processing Method | Environment | Equipment Required | Departmental Cost |
|---|---|---|---|
| CASHNet eMarket | eCommerce | eCommerce where the customers directly input the credit card data. | Interchange fees |
| Credit Card Terminal | Face-to-face or Mail order / telephone, where customers directly input their phone order (MOTO) | Stand-alone credit card processing terminal, dedicated analog phone line | Interchange fees, analog phone line |
| Third-Party eMarket | eCommerce | Must be pre-approved by the Director of Administrative Computing | Varies |
**NOTE: Mobile point-of-sale tools (Square, etc.) are currently NOT APPROVED devices for accepting payments.
Tax Considerations
As a not-for-profit educational institution, Western Washington University is exempt from income tax for activities that are substantially related to its educational and research missions. However, if Western were to carry out a trade or business activity that is not substantially related to its exempt purposes, generating what is called Unrelated Business Income, it would be subject to tax on the net income generated.
Sales made by the University may be subject to Washington State sales tax. Departments are responsible for being aware that the sale of certain goods and services may be subject to sales tax. Tax liability costs will be expensed to the department conducting the business activity. Accounting Services is responsible for remitting any sales tax due to the State.