Terminal Rental Program

Payment Cards Services (PCS) provides P2PE credit card terminals to campus departments with a need to accept payment cards on a short-term basis. Devices are rented from PCS under the PCS Merchant ID and loaned to departments.    

There are two costs associated with the Terminal Rental Program: 

Device Rental Fee $50 per device for up to a two-week rental period
  • Fee covers the maintenance and security of the device
  • Fee is debited from KFS expense account provided by the department on the Terminal Rental Deposit Form

Transaction Fee 2% per transaction 

  • Fee covers the interchange fees charged by the bank
  • Recharge Fee to OS11154-7149  

Departments assume full responsibility for the security of the rental device and are required to adhere to the Payment Card Security Controls Policy, PCI DSS(https://www.pcisecuritystandards.org/) and BUS-49 (https://policy.ucop.edu/doc/3420337/BFB-BUS-49) requirements in the handling of credit card data.  
 

Device Checkout & Return Workflow   

1. Department completes "PCI DSS Security Awareness Education Training" through uclc.uci.edu
  • All employees involved in the payment card processing, in any capacity, are required to complete this course prior to event within the last 12 months  

2. Complete Terminal Rental Request and Terms & Agreements Form 

To complete this webform, you will need to have the following information:   

  • Department organization code and department contact
  • Event or program information
  • List of employees who will be handling devices and completed training
  • KFS account information for Internal Billing (IB) for device rental fee.   

3. PCS Group determines availability and approves or declines "Terminal Rental Request" 


4. If device rental is approved, PCS group will schedule a pick-up appointment with a department contact prior to event to hand-off device(s).

  1. PCS Group will inspect devices and complete the Terminal Checkout Form Terminal Checkout Form
  2. Once devices are handed off, department contact must inspect devices and sign off on Terminal Checkout Form 

5. Conclusion of Event: Inspect Devices for damage or tampering and prepare devices for return.
  1. Complete Device Return Form TRP-Terminal Return
  2. Schedule a time to return devices and receipts within allotted time frame 

6. Department Reconciliation: Reconcile device transactions by Settlement date and card type.  
  1. Complete "Terminal Reconciliation Form TRP Reconciliation
  2. Attach any necessary back-up documentation to Form and submit via DocuSign.  
  3. PCS Group can provide transaction reports to assist with reconciliation  
  4. Any refund requests must be submitted in writing to be processed by PCS Group.     

7. PCS Group Inspection and KFS processing
  1. Upon return of devices, PCS group inspects devices for tampering and/or damage
  2. If there are any signs of tampering or damage, the department will be notified.
  3. Terminal Deposit form(s) are reviewed and processed using Credit Card Receipt (CCR) Document on KFS. Income and expense amounts are processed to the designated KFS Account(s) by month end.
  4. Department is billed for the Device Rental Fee via Internal Billing (IB) Document on KFS