Wireless Payment Card Machine Rental Instructions

Financial & Accounting Services has cellular / wireless payment (credit and debit) card machines which can be used by any Wake Forest University department, organization or affiliate holding an authorized University event.

Rental Terminal Terms & Conditions

  • Rentals are subject to availability and duration is limited to three business days although exceptions can be made. Late fees of $20.00 per day will be assessed for terminals not returned on time.
  • Departments, organizations, or affiliates will be assessed a rental charge of 5% of your sales. This fee covers both the machine rental and all payment card processing fees (i.e. costs per transaction plus card processor interchange rates). This rental fee is effective 1/01/2016.
  • If the machine is damaged in any way, all repair or replacement cost will be assessed to the departments, organizations, or affiliate.  Replacing a terminal currently costs $881.
  • If charge disputes are received during the duration of rental, the department renting the terminal is responsible for responding to dispute notifications and refunding charges, if necessary.

Rental Instructions

To rent one of these machines, please follow the steps below:

  1. Send an email to Karen Hunter requesting the use of a wireless payment card machine and include the following information:
    • Event location and time
    • Contact name, email and phone number
    • Faculty or staff advisor name, email and phone number (student organizations only)
    • Scheduled pickup and drop off date and time
    • The fund or department number to which rental charges will be assessed
  2. Once the request is received, Financial & Accounting Services staff will review the information, seek any needed clarifications, and schedule the rental.
  3. Written instructions will be included with the machine at pick-up.  Instructions can also be found on the Financial Services website.
  4. Rental terminals must be secured from unauthorized use and theft at all times.  If the event lasts for more than one day and the terminal is being kept overnight, it must be kept in a secure and locked environment.
  5. All University faculty, staff or students who will be operating the terminals must complete the Wake Forest University-Bank Card Confidentiality Agreement Form.  These forms should be stored in sponsoring department and presented upon any audit request.
  6. In the event that the wireless terminal is not able to reach a strong wireless connection:
    • Process transactions in Store and Forward Batch Authorization mode.  This allows transactions to be processed offline when the terminal is unable to connect to the network.  Instructions to do this are included with the terminal or call Elavon Merchant Services at 877-326-7990 with any questions.
    • Plug the terminal into an analog or dial up telephone line only.  IP, VoIP, and Ethernet cable connections are not permitted as they are insecure and may damage the terminal. Financial & Accounting Services cannot guarantee that the wireless terminal will receive a strong enough cellular signal to operate at all locations and is not responsible for providing a phone line.
  7. Use the “Settle” function on the machine to finalize the credit card purchases at the end of the event or the end of each day, whichever comes first.  Instructions to do this are included with the terminal or call Elavon Merchant Services at 877-326-7990 with any questions.
    • The settlement report total must tie to the total on the backup gathered throughout the event/day. If it does not, you must identify the difference before turning in the machine. These totals will be verified when the machine is returned.
  8. Complete the Payment Card (Credit & Debit Cards) Wireless Terminal Deposit Form.
  9. Turn the machine in on the scheduled turn-in date along with the completed deposit form, settlement report, and backup for each transaction. If changes to the schedule need to be made, please contact Karen Hunter.

IMPORTANT!  In the event that the terminal is stolen or there is a suspicion of a loss of data due to a security breach (e.g. suspected virus infection or unusual activity on the terminal), immediately report the concern to Information Security.  Financial & Accounting Services and Information Security will assess the situation and invoke the necessary incident response plan.