IEEE CREDIT CARD PROCESSING AGREEMENT
IEEE offers three different credit card processing options for IEEE events to choose from. A description of each option is included in the attached information for your review. All options are available for all IEEE conferences. When you decide which option best suits your conference’s needs, please fill out the attached agreement and fax it to the appropriate individual listed below. Option 1& 1a John Punsal (p) 732-562-3981 (f) 732-465-6447 Email: j.punsal@ieee.org Option 2 Lyudmila Duvidovsky (p) 732-562-5332 (f) 732-981-9351 email: l.duvidovsky@ieee.org
If you have any questions on any of the options or on how to fill out the agreement, please contact either John Punsal or Lyudmila Duvidovsky at the numbers listed above. Thank You.
Please review the Best Practices Section listed on the last sheet of the agreement .
IEEE CONFERENCES CREDIT CARD PROCESSING AGREEMENT
Conference Dates: _________________________________________ Date(s) Equipment/Services Required:_________________________ Est. Equipment Return/Service End Date: ______________________
(Equipment must be returned 30 days after the conference)
Full Name of Conference: __________________________________ Estimated Attendees: ______________________________________ Contact Name (Billing/statements):___________________________ Phone:_____________________ Fax:_________________________ Email: ________________________________________________ Ship To Address:__________________________________________ (Can Not Use P.O. Boxes) _____________________________________________ _____________________________________________ _____________________________________________ Is the “Ship to” address a residential address? ( Yes / No ) Phone: ____________________ Fax No: ____________________ Email: ________________________________________________ Direct any credit card inquiries or receipt requests to:______________________________________________________ Phone:_________________________ Email:____________________
Equipment Rental Information: Check One Option Option 1 (Includes Omni 3200 credit card machine)
(Use of existing IEEE merchant account) Option 2 (Imprinter) Option 2 (no imprinter)
Option 1a Payment Information: (Fill out only one) 1- IEEE Concentration Banking Program Concentration Banking Account Name:______________________ Concentration Banking Account HOP No:____________________ 2- Check Payment: Payable to: ____________________________
C/O:__________________________
CONTACT
____________________________
STREET ADDRESS
____________________________
CITY STATE ZIP
3- Wire Transfer - $20 per wire:
___________________________
BANK NAME
___________________________
BANK ADDRESS(City/State -US or City/Country–Non US)
___________________________
CITY BANK ACCOUNT NAME STATE / COUNTRY ZIP
___________________________ ___________________________
BANK ACCOUNT NUMBER
___________________________
BANK ROUTING NUMBER (ABA for US or SWIFT for Non- US accounts)
Authorized Signature: ________________________
NAME (PLEASE PRINT)
_______________________
SIGNATURE
_________________________
DATE
OPTION (1) Electronic Data Capture (EDC)
Option 1 includes the use of an Omni 3200 credit card machine. The Omni 3200 is a compact electronic transaction terminal that is ideal for automated processing of credit card authorization and payments from a remote point of sale.
Description: All transactions are run through the automated process and are charged at
the time of entry. Statements will be generated and sent to the contact every two weeks. The statements will include the batch totals, broken out by card type, as well as detailed list of all fees. Transactions can be processed for pre-registrations by typing in the credit card information. When on-site the Omni 3200 allows the event the ability to swipe the credit card information into the machine. A two-part receipt is printed for each transaction. One copy is for the cardholder to sign and retain, while the second copy is for your records. All batch totals must be retrieved and printed at the end of the day enabling you to balance your records daily. IEEE is able to review your deposits through our cash processing system. This may be helpful in reconciling your accounts.
Payment/Settlement: IEEE will complete payment requests every two weeks. IEEE will make payments by check or transfer to an IEEE
Concentration Banking Account at no additional cost. IEEE can also wire funds into your designated bank accounts every two weeks ($20.00 bank fee per will be assessed per wire). To cover any chargebacks that may occur after the conference, IEEE may hold $3,000.00 for one month after the conference’s last transaction date. This will vary depending on the size of the event and whether the event is using concentration banking Checks or wire payments may be made in currencies other than US dollars. Please specify currency of choice, if not in US dollars.
Fees:
Discount %: MC/Visa and Discover: 2.50% Amex: 4.00% Diner’s Club: 4.50% Bank Fee (per wire): $20.00 Equipment Rental /CMS Administration Fee: $50.00 per month One Time Shipping Fee: $38.00
OPTION (1a) – Use existing IEEE merchant Information: ONLY AVAILABLE TO PCI Compliant (certified) Registration Management Companies Use of existing IEEE merchant Information:
Option 1a will allow PCI Compliant 3rd parties to plug existing IEEE merchant information into that companies processing software (aka gateway). The money will be directed and processed by IEEE’s merchant bank.
Description: IEEE uses First Data Corporation (aka FDC Nashville) processing
platform. The company must use software that is compatible with processing on this platform. IEEE will not set up other processing platforms. We only use FDC Nashville. IEEE is able to review your deposits through our cash processing system. This may be helpful in reconciling your accounts. Statements will be generated and sent to the contact every two weeks. The statements will include the batch totals, broken out by card type, as well as detailed list of all fees Please note: IEEE will not set up gateways. Gateway set up is the responsibility of the 3rd party, not IEEE.
Payment/Settlement: IEEE will complete payment requests every two weeks. IEEE will make payments by check or transfer to an IEEE
Concentration Banking Account at no additional cost IEEE can also wire funds into your designated bank accounts every two weeks ($20.00 bank fee will be assessed per wire). To cover any chargebacks that may occur after the conference, IEEE will hold $3,000.00 for one month after the conference’s last transaction date. This will vary depending on the size of the event and whether the event is using concentration banking Checks or wire payments may be made in currencies other than US dollars. Please specify currency of choice, if not in US dollars.
Fees:
Discount %: MC/Visa and Discover: 2.50% Amex: 4.00% Diner’s Club: 4.50% Bank Fee (per wire): $20.00 Administration Fee: $50.00 per month
OPTION (2)
Credit card payments are processed at IEEE and the net funds (after deducting applicable fees outlined below) are forwarded to the conference/symposium. Description: The IEEE Conference Credit Card Processing Agreement should be completed and signed before we start processing the credit cards. For charging the credit cards we require a hard copy document showing the credit card number, expiration date, amount to be charged, name of cardholder and authorized signature of cardholder. We also need the credit card billing address for verification. Most of the conferences/meetings we've worked with use their own registration form. Alternatively, registration information may be imprinted (using the imprinter) or written on credit card sales slips and mailed to us. Note that credit card sales slips are supplied with rental imprinters. When you’re ready to send the registrations, please include a summary, preferably in Excel, which lists all the information mentioned above. Please send them in batches to: IEEE Accounts Receivable 445 Hoes Lane P.O. Box 1331 Piscataway, NJ 08855-1331 Fax: +1 (732) 463-9351
If there are declined or invalid credit card numbers, we will notify you (or a designated contact person) so that you can contact the cardholders/attendees for resolution.
Payment/Settlement: You may elect to receive payment by wire transfer. If you choose this method of payment, there is a bank fee of $20.00 per wire. You may also elect to have IEEE make payment by check or concentration banking transfer at no additional cost. The conference/symposium will be liable for chargebacks resulting from registration disputes, cancellations, and other registration-related discrepancies. Refunds will only be processed upon receipt of a check made payable to IEEE.
OPTION 2 – (cont.)
Fees: If the conference rents credit card imprinters (for capturing credit card information on-site), equipment rental and handling charges are assessed. Cost: $15.00/month plus shipping/handling fee of $38 per shipment Credit card fees are charged by the banks and are deducted from the gross amounts we process according to the following schedule: MC/Visa and Discover – 2.5% Amex – 4.0% Diner’s Club – 4.5% Nominal IEEE processing fee of $1.00 per item processed. Optional wire transfer fee of $20.00 per transfer
BEST PRACTICES – All Options -Only issue refunds to the credit card the original charge was made on. -Do not issue check refunds for payments originally made by credit card. -Use due diligence when storing hard copy credit card forms. Such as locking up hard copy forms and not letting the forms “lay around”. -Do not send or request credit card numbers by email. Sending credit information by fax is the preferred method. The fax machines used by IEEE are “secure” fax machines -Do not collect or store CVC Codes. For option 1a, its okay to process using CVC verification, however these codes may not be stored in any system.