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Template for Departmental Procedures related to PCI-DSS

Glossary of
Credit Card

[Intended to be modified or customized per operational department] 

In order to comply with Payment Card Industry Data Security Standards (PCI-DSS) as well as good business practices related to the handling of our customers' credit card information:

Data Handling 

  • Such data will be treated as confidential. 
  • Data that is not absolutely necessary in order to conduct business will not be retained in any format (e.g., paper or electronic). 
  • We will not accept, request, or retain such data via e-mail or other electronic means. 
  • If we receive credit card data in an email, we will contact the IT Help Desk immediately to have the message removed from our computers and the Rice email system. We will also notify the sender of the email that Rice does not accept credit card information via email and that it should not be attempted again. We will not notify the sender using the Reply function in our email reader as this may inappropriately transmit credit card information. 
  • We will not store any card-validation code (i.e., the three- or four-digit code) used to validate a card-not-present transaction, personal identification number (PIN) or encrypted PIN block. 
  • Account numbers will be masked if and when displayed (i.e., no more than the first six and last four digits of the credit card numbers). 
  • We will notify Treasury Manager Cindy Melton (713-348-3914 or cindy.melton@rice.edu) if any new PIN entry devices are placed into service without their assistance.  
  • We will review the PCI certification of every PIN entry device in use annually and request replacement devices for any which are no longer certified. The list of certified devices is available at: https://www.pcisecuritystandards.org/approved_companies_providers/approved_pin_transaction_security.php.  
  • Physical access to records will be restricted to staff with a "business-need-to-know". Means such as locked file cabinets and restricted file rooms as well as restricted distribution of such records will be used. 
  • If external media or couriers are used to transmit or transfer such data, we will use means that enable tracking of the data. Any transfer using these or similar means will be approved by appropriate levels of management before the fact. 
  • We will retain such data for [x period of time] and, after this period of time, we will shred the data using a cross-cut shredder or otherwise dispose of this information in a PCI-DSS approved manner. 
  • If such data is shared with any external service provider, we will ensure that:
    • A list of providers is maintained;
    • A written agreement is executed and retained which defines the provider's responsibility related to the security of this information;
    • Any new service provider will be thoroughly vetted by departmental management, Rice University Treasury personnel and others as appropriate, before engagement to ensure that the provider can meet these requirements.
    • Every service provider's PCI-DSS compliance status is reviewed on an annual basis. Instances of non-compliance are reported to the Rice University Treasury personnel for assistance in determining appropriate follow-up actions.

System Configuration at the Department Level 

We will ensure, through working with our Information Technology Divisional Representative and others as needed, that:

  • Anti-virus software will be implemented, updated, and run at regular intervals. 
  • Data detection software will be implemented, updated and run at regular intervals to insure that all confidential data is properly deleted or secured. 
  • Data encryption software will be implemented and updated as recommended by the University's Information Security Office. 
  • Vendor patches will be installed on a timely basis. 
  • CVV and Address verification will be performed on all online and card not present transactions.
  • Access will be granted to systems only on a "business-need-to-know" basis. 
  • If external vendors need remote access to service our third-party software, their access will be granted only for the time needed to do the necessary task(s) and then immediately disabled. 
Processing Refunds 
  • We will make our refund policy available to all customers.
  • Returns and exchanges can be used for the return of merchandise for credit only. NO CASH OR CHECK REFUNDS are permitted on a credit card purchase. This also includes NO CASH BACK at the time of the original sale.

These procedures apply to all technologies, processes, and personnel that relate to the processing of this information. We will ensure that all personnel affected by these procedures are aware of these responsibilities on at least an annual basis. This document will be reviewed on an annual basis and modify as necessary to reflect current business practices and new legal or regulatory requirements. In the event a breach of this information is suspected, we will contact the Rice University Treasury Department to ensure that the appropriate disclosure protocols are followed.

download this information as a Microsoft Word document 

Want to know more about the Payment Card Industry Data Security Standards (PCI-DSS)? Visit this site.


Looking for information about PCards? Visit this site for the manual and this site to learn about training.


Need a copy of the Guide to Card Acceptance and Best Practices from Global Payments?
The slides from the Rice PCI training class are here.
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