Georgetown University

It is the responsibility of Merchants to ensure:

1. Legal Review

Prior to conducting Internet business, Merchants are responsible for pursuing appropriate financial and legal review of contracts and budget approvals following established campus and university procedures.

2. Treasury Operations Review
This review determines the validity of a Merchant’s claimed business purpose. To begin the Treasury Operations Review, Merchants must submit a completed Internet Business Application.

a. Banking
Obtain banking information from Treasury Operations.

b. Credit Cards
For credit and debit card purchases, Merchants must complete the Internet Business Application to request a Merchant ID from Treasury Operations and obtain a confirmation prior to beginning services.

3. UIS Collaboration and Review

Merchants must select one of the UIS-approved payment gateways listed in Appendix A of the Policy for Conducting Internet Business, either Cybersource or Paypal Payflow Link, and use that payment gateway to support Internet transaction processing.

If none of the UIS-approved payment gateways listed in Appendix A of the Policy for Conducting Internet Business meet the Merchant’s needs, the Merchant must offer evidence of such and will be subject to review and authorization by the Information Access Office and the Security Office in UIS.

If a Merchant is using a Third Party Developer, the website development contract must state: “No developed software or databases shall receive, store, or transmit Cardholder Data.”

Merchants must comply with the following policies:
• Georgetown University Electronic Records and Privacy Policy
• Georgetown University Information Security Policy

4. General Accounting Office (GAO) Review

Merchants must comply with GAO procedures regarding reconciliation and reporting of activities. When necessary, new cost centers and account codes must be established prior to beginning activity.

There are various costs associated with Internet business such as credit card processing fees and transaction fees. Merchants are responsible for all such fees, and should be aware that these fees are often substantial. General Accounting Office will charge these fees directly to the Merchant’s cost center.

5. Tax Department Review

Merchants are responsible for confirming the activity type and the appropriate accounting to ensure accurate tax reporting. This includes but is not limited to: unrelated business activity (UBIT), and sales and use tax requirements.

Tax Department review must take place prior to beginning the activity.