Resource

Merchant Services Events

Merchant Services (MS) collaborates with Stanford schools and departments to help them establish and manage merchant accounts to securely process credit/debit card and digital payments for their products and services. For all things merchant-related, start with the Merchant Services Program overview page.

Community of Practice

The purpose of a Merchant Services office hours and community of practice (CoP) meetings is to provide a way for participants to share tips and best practices, ask questions of their colleagues, and provide support for each other. These provide a pathway for beginners to embark on a journey of mastery and for seasoned staff to share their experiences. These meetings are for Stanford merchants and staff with a shared interest in Merchant Services topics for virtual networking, learning, and mutual support.

Date and Link	Description
Thursday, April 18, 2024 Recording	CardinalPay office hours: Topics include log-in workflow, merchant settings, payment type set up and PTA assignments, and issuing refunds.
Tuesday, April 23, 2024 Recording	CardinalPay office hours: Topics include Stripe transaction reporting and reconciliation.

Date and Link	Description
September 21, 2023 Presentation Recording	Walk through of CardinalPay's new Stripe accounting automation tool for Oracle.
October 19, 2023 Presentation Recording	Live demonstration of CardinalPay's front-end and back-end capabilities, set up, and system integrations.

Date and Link	Description
January 27, 2022	No Meeting
February 24, 2022	Community of Practice February Meeting Topic: The Information Security Office (ISO) orchestrates efforts and provides services to protect the information assets that are important to Stanford. ISO consults Merchant Services and has a vital role in supporting the university's payment card industry (PCI) regulatory compliance obligations. This was an opportunity to preview the new PCI Compliance website managed by ISO and share how it guides merchants through the requirements and training.
March 24, 2022 Presentation Recording	Community of Practice March Meeting Topic: Third-Party Ecommerce Vendor Usage Merchant of Record - Why it Matters Definitions and vendor types Stanford-approved vendor list New vendor evaluation process and feedback
May 26, 2022 PCI Presentation Stripe Presentation Recording	Community of Practice May Meeting PCI Incidents, presented by T.C. Chen from the Information Security Office Fraudulent activities Incident Response process Prevention Demonstration of Stripe basics, presented by Rich Boltizar, MS Program Manager: How it fits into the payments space Why they should choose native Stripe in most situations Payment methods Stripe's off-the-shelf products Ecommerce basics for merchants including the decision points they'll face Third-party vendors
July 28, 2022 Stripe Meeting Presentation Stripe Meeting Recording Stripe Reconciliation Tool Guide Stripe Reconciliation Tool Demo	Community of Practice July Meeting Update on Stripe features available How to integrate it into existing workflows and design efficient workflows to take advantage of Stripe Guided discussion tailored to merchant pre-submitted questions Q&A period
August 25, 2022 Recording	Community of Practice August Meeting Our consulting firm, CampusGuard, covered the new Self-Assessment Questionnaire portal pciportal.stanford.edu Decommissioned the old portal from Trustwave/SecureTrust/Sysnet Training and SAQs are consolidated into one portal under CampusGuard (not STARS) Current SAQ docs for merchants have been migrated Only PCI contact identified with access can get into the portal If additional contacts need to get access, contact Merchant Services For questions on specific SAQ fields, contact the Information Security Office Reminder - 2022 PCI compliance validation timeline: September thru November, see Training details Other: Voice over IP (VoIP) survey merchant outreach Certain event platform survey due by August 31, 2022 Do not process manual transactions on Stripe dashboard; use payment links or invoices
September 21, 2022 Recording September 29, 2022 Recording	Community of Practice September Workshop #1 Topic: CampusGuard demonstration on PCI & SAQ Reviewed PCI Compliance Training and Self-Assessment Questionnaire requirements. The first workshop focused on the eCommerce payment channel where SAQ A was covered. Timelines for SAQ completion and submission: November 8 for all merchants Community of Practice September Workshop #2 Topic: CampusGuard demonstration on PCI & SAQ Reviewed PCI Compliance Training and Self-Assessment Questionnaire requirements. The second workshop focused on in-person/mail order/phone order payment channels where SAQ P2PE (primary), B, and C-VT was covered. Timelines for SAQ completion and submission: November 8 for all merchants. Review of the PCI Self-Assessment Questionnaires (SAQs) Who is responsible for completing the SAQ? Which SAQ(s) should be completed? Walk-through of a sample SAQ How to complete the SAQ Detailed guidance on how to accurately review your merchant environments Explanations around the technical requirements
October 27, 2022 Recording Presentation	Community of Practice October Meeting Topic: Updates to deposit process for merchants who accept cash and checks Additional guidance through Self-Assessment Questionnaires
November/December	No Meeting

Date and Link	Description
December 2021	No Meeting
November 2021 Recording Presentation	Community of Practice November meeting Discussion topics: Cybersource migration update, SREDKey deployment overview, and best practices on virtual/non-POS payment processing. A cost benefit analysis of SREDKeys will be made available after we know more about how the merchant framework will impact the MS fee.
October 2021 Workshop Recording Workshop PDF	Community of Practice October 28 Workshop 2 Discussion topics: Review PCI Compliance Training and Self-Assessment Questionnaire requirements. The second workshop focused on in-person/mail order/phone order payment channels where SAQ P2PE A (primary), B, B-IP, C-VT, C are covered.
October 2021 Workshop Recording	Community of Practice October 21 Workshop 1 Discussion topics: Reviewed PCI Compliance Training and Self-Assessment Questionnaire requirements. The first workshop focused on the eCommerce payment channel where SAQ A (primary) and A-EP are covered.
September 2021	Community of Practice September meeting Discussion topics: Beginning November 3, we will move to a direct relationship with Cybersource for Payment Gateway services. This replaces the current Cybersource “bundled” relationship through Wells Fargo. As we’ll be using the same products, many changes will be behind the scenes and invisible. There will be no immediate changes to payment processing or technical integrations. Merchants may see some changes to their Cybersource dashboards, and after migration we’ll be exploring additional service options for eCommerce payments. We also shared the capabilities of Stripe, which Stanford just signed an agreement with, to do invoicing and take payments.
August 2021	Community of Practice August meeting In partnership with the Information Security Office (ISO), Merchant Services now has guidance on PCI compliance requirements from the consulting firm, CampusGuard which is a full-service cybersecurity and compliance services company specifically devoted to serving campus-based organizations. With specific focus on Stanford University's PCI compliance program, CampusGuard assists with the oversight of merchant compliance, annual completion of Self-Assessment Questionnaires (SAQs), and tracking of merchant documentation. Certified QSA personnel, Cari King and Katie Johnson, can assist with questions regarding technical requirements, and in the review of new merchant processes, new payment technologies, applications, etc. CampusGuard can also assist with ongoing third-party and vendor management.
July 2021	Community of Practice July meeting Discussion topics: A new service agreement and an infrastructure is being built with Stripe with details to come soon A reminder to check point-of-sale devices for charge, for if the battery is fully drained, the risk may result in the device having to be replaced MS is finalizing contract negotiations for the payment gateway which will provide better features on back end payment processes and possibly pricing We are working to update instructions on Fingate and organize a future roadshow on merchant basics and compliance requirements to support navigating PCI compliance. One of the main goals of the Merchant Services Transformation is to adjust our practices so that PCI compliance is not viewed as the primary purpose of the program. We are working to balance those needs with business requirements wherever possible.
June 2021	CANCELLED Community of Practice June meeting
May 2021	Community of Practice May meeting Discussion on how Stripe as a payment processor plays an emerging role that impacts card acceptance on campus. Special insights from Rich with Associated Students of Stanford University (ASSU) and Brandy with the Alumni and Development Applications Platform Transition (ADAPT) on how Stripe has worked for them.
April 2021	Community of Practice April meeting Roundtable/Q&A with the Information Security Office PCI Compliance team, featuring: Shawn Kim, Director of Special Programs/Internal Security Assessor Tadeu Perillo, Information Security Officer/Internal Security Assessor T.C. Chen, Information Security Officer/Internal Security Assessor Discussion topics: Learn ISO’s PCI compliance responsibilities which include setting and enforcing PCI policies, organizing and certifying yearly PCI DSS attestation, performing quarterly security scanning, building and maintaining PCI training content and other PCI compliance matters. How to handle credit card information using Voice Over IP (VoIP) technologies and phone equipment requirements How to verify that vendors are PCI compliant PCI compliance training requirements for new hires Pending changes to PCI DSS 4.0 and impact to the Self Assessment Questionnaire
March 24, 2021	Community of Practice Kick-Off March meeting Discussion topics: Set expectations for meeting format and schedule COVID effects on their programs and services Brainstorming future topics

Join the #merchant-community-forum Slack channel as a place for discussion and updates in between meetings and another tool for collaboration.

To learn more about creating and growing effective collaborative communities across Stanford, visit Communities of Practice.

Last Updated: Apr 25, 2024

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Resource

Merchant Services Events

Community of Practice November meeting

Community of Practice October 28 Workshop 2

Community of Practice October 21 Workshop 1

Community of Practice September meeting

Community of Practice August meeting

Community of Practice July meeting

CANCELLED Community of Practice June meeting

Community of Practice May meeting

Community of Practice April meeting

Community of Practice Kick-Off March meeting

Questions?

Administrative Guide Policy 1.4.1: Academic and Business Relationships With Third Parties

Administrative Guide Policy 3.4.2: Card and Payment Account Acceptance and Processing

Administrative Guide Policy 6.3.1: Information Security

Administrative Guide Policy 6.6.1: Information Security Incident Response

local_library Resource

Merchant Services Events

2024 Events

2023 Events

2022 Events

2021 Events

Community of Practice November meeting

Community of Practice October 28 Workshop 2

Community of Practice October 21 Workshop 1

Community of Practice September meeting

Community of Practice August meeting

Community of Practice July meeting

CANCELLED Community of Practice June meeting

Community of Practice May meeting

Community of Practice April meeting

Community of Practice Kick-Off March meeting

Questions?

Administrative Guide Policy 1.4.1: Academic and Business Relationships With Third Parties open_in_new

Administrative Guide Policy 3.4.2: Card and Payment Account Acceptance and Processing open_in_new

Administrative Guide Policy 6.3.1: Information Security open_in_new

Administrative Guide Policy 6.6.1: Information Security Incident Response open_in_new

Resource

Administrative Guide Policy 1.4.1: Academic and Business Relationships With Third Parties

Administrative Guide Policy 3.4.2: Card and Payment Account Acceptance and Processing

Administrative Guide Policy 6.3.1: Information Security

Administrative Guide Policy 6.6.1: Information Security Incident Response