Card Present: Step by Step

Follow the steps listed below to ensure that you and your customer are protected when you accept their payment card.
  • Swipe the card
    • By swiping the card you are capturing all the pertinent information for an authorization. It is the most secure method of accepting Payment cards. Checking ID is not required.
    • When a card is swiped, the cardholder’s name will print on the receipt.
  • Follow prompts
    • Entering the last four digits of the card # compares the embossed number on the card with the magnetic stripe information.
    • If the card will not swipe, key enter the card number and enter in all the information it asks for. By doing so, you will be using security prompts to make sure the person using the card is the cardholder, and it will cost you less money to process the card.
      • You may receive one or more of the following prompts:
        • Address: enter in the first set of #s of the cardholders BILLING address.
        • Zip Code: enter in the BILLING address zip code.
        • CVC/ CVV2: 3 digit number on the signature panel. Often called a security code.
  • Hold onto the card while the card is authorized and the receipt is signed.
  • Have the customer sign the receipt for you to keep.
  • Compare the signature on the receipt with the signature on the back of the card.
  • If the card says, “Please see ID”, ask for the ID and check the signatures and pictures.
  • Hand the card back with the customer copy of the receipt.
  • Keep the authorized receipt for your records in a secure location until the end of the day.
  • Print reports and settle (batch out) the terminal each day you have transactions. Make sure the terminal is also secured from customer/ unauthorized usage.
  • All receipts must be kept in a secure/locked location for 18 months with need to know access. Receipts older than 18 months must be shredded.

What if the card is declined?

If you receive a “Decline” response, do NOT run the card again. You may ask for a different card or another form of payment. Running the card over and over on the same day will not give you a different response. The customer may ask you to call the number on the back of their card for authorization…..

*Remember: You MUST receive the authorization from the terminal or the Wells Fargo Help Desk. An authorization from the cardholder’s bank is NOT ACCEPTABLE and could result in lost revenue.

What do I do if the terminal says “Call” or “Hold Card”?

If the terminal does not give an authorization code, but says “Call” – call the Wells Fargo Help Desk for a voice authorization. You must then “offline” the transaction into the terminal. The help desk can help you with that procedure. If you fail to put the transaction into the terminal, the cardholder will not be charged.
If the terminal says “Hold Card” you should call the Wells Fargo Help Desk and tell them you have a “Code 10”. They will walk you through what you need to do.

Is it legal for us to have the full card number on OUR receipt?

YES! Your department can have the full card number print on the receipt you keep, for research or refund purposes. It is the CUSTOMER receipt that must have only the last 4 digits of the card number, according to Utah Law.

Problems you can’t solve?

Call Wells Fargo’s 24 Hr Help Desk 1-800-451-5817