Credit and Debit Card Acceptance Policy

 

The Sheridan Public Library Board of Trustees authorizes the acceptance of Visa, Discover, MasterCard, American Express credit cards and/or debit cards for payment of fines, fees and other related library expenses or donations equal to or over the amount of $5.00 per IC 36-1-8-11, in accordance with the following policy:

 

Receipts and Transactions

For in person transactions, the library reserves the right to request photo identification.

 

In the event the credit/debit card payment is unable to be processed, the patron will be responsible to provide payment via cash or check for the amount due.

 

Receipts will emailed to the credit card customer only. A paper receipt will be provided to the customer upon request.

 

Receipting information will be recorded in the daily receipts log so that deposits can be recorded into the library’s accounting system.

 

Minimum Charge

The minimum charge amount is $5.00

 

Convenience Fee

A convenience fee of 3% will be added to each card transaction to cover processing fees.

 

Cash back

The library will not offer cash back on any credit or debit card transactions.

 

Disputes

In the event the library is notified of a dispute, the Director/Bookkeeper will investigate the transaction and respond as necessary.

 

Security

The library shall provide appropriate hardware and software to execute secure credit card transactions. Credit card payment information will not be stored in either a physical or a digital format outside the necessary use of accounting and processing purposes. Staff who handle credit card data may not disclose or acquire any information concerning a cardholder’s account. Staff may not sell, purchase, provide, disclose or exchange credit card account information or any other transaction information.

 

Responsibilities

The Director/Bookkeeper will provide daily oversight of all credit card transactions and reconcile credit card transactions with the financial institution. The Bookkeeper will maintain all internal infrastructure and policies for PCI compliance. In the event of unauthorized access or disclosure (breach) of credit card numbers, the Director/Bookkeeper will notify those affected of the security breach as soon as possible and without unreasonable delay, provided notification will not impede a legal investigation. The Director/Bookkeeper will respond to self-assessment PCI compliance surveys from merchant services companies.

 

Staff responsibilities: Staff who accept payment for services shall adopt processes that protect credit card data. Staff are responsible for timely communication with the Director/Bookkeeper of any credit card inquiries or requests for information such as surveys and questionnaires regarding credit card processing. Staff who suspect a breach and/or fraud involving credit cards should contact the Director/Bookkeeper immediately. Staff must inspect the point-of-sale device on a regular basis, and notify the Director/Bookkeeper if something appears to be changed, added, or different.

Approved August 14, 2023