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What Are the Guidelines for Accepting Payments?
Your department may accept payments on behalf of the university. Below are the processes your team must follow.
How Do I Request Authorization?
To request authorization to accept cash on behalf of UTSA, your department manager must complete the Departmental Cash Handling Request Form and Departmental Cash Handling Security Policy. Submit both forms to the Financial Services and University Bursar’s office.
Once the forms are reviewed, the assistant vice president of Financial Services and University Bursar contacts your department for additional information or to approve the request.
Understand Prerequisites for Accepting Cash on Behalf of UTSA
Any employee authorized to handle or process any portion of the cash transactions on behalf of UTSA must take the online training for AM0560 Cash Handling 101.
When to Update Your Authorization
Your department must resubmit the Departmental Cash Handling Request Form and Departmental Cash Handling Security Policy when there is a change in management, when your department is changing a payment type (e.g., if your department currently handles currency and coins, and now would like to process credit card payments) or when other details are updated.
Your Responsibility in Accepting Credit Card Payments
If your department processes credit cards payments, you are responsible for complying with Financial Guidelines for Payment Card Industry Data Security Standards, which includes safeguarding customer data, credit card terminals and access to any online portals. Financial Services and University Bursar emails a certification to the department each year. The department manager must complete the certification confirming their department’s PCI compliance.