3460 Credit/Debit Card Handling and Acceptance

  • The District requires schools or departments who accept credit/debit cards as a means of payment to reduce the risks of exposure to credit card fraud by adhering to specific security requirements, called the Payment Card Industry (PCI) Data Security Standards.


    This policy outlines the rules for the appropriate handling of credit/debit card transactions and personally identifiable information, including the responsibilities of those who process credit/debit card transactions on behalf of Campbell County School District.


    Failure to follow this policy will result in the loss of card processing privileges by the District.

    1. All those trained in processing cards will not handle the customer’s card; the card owner is responsible for swiping the card or if chip enabled inserting and removing the card.

    2. Card transactions are not to be processed over the phone. Online payments are accepted using a district approved system.

    3. Cashiers must not retain any card information.

    4. Online card transactions are settled automatically at the designated time of sale.

    5. The full card number is not to be displayed on the receipt.

    6. All third party vendors software/systems used to process credit/debit card transactions must be compliant with the Payment Card Industry (PCI) Data Security Standards.

    7. Schools or departments desiring to accept card payments must contact the Information Systems Department to determine the best way to allow for their acceptance.  Training on policies and proper procedures is required.

    8. Any suspected loss or theft of materials containing personally identifiable information must be reported immediately upon discovery.  Employees must notify their immediate supervisor if they suspect a violation has occurred. This information must be forwarded to the finance department.  


    ADOPTION DATE: November 22, 2016



    CROSS REFERENCE(S): Cash Receipts Guidelines