Credit Card Terminal Reservation Form Policies & Procedures
QUESTIONS
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Falcon Exchange can be contacted Monday thru Friday from 8:00 am – 4:00 pm at x7245 or
Falconexchange@messiah.edu.
POLICIES
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A completed Credit Card Terminal Reservation Form must be submitted to the Falcon Exchange,
243 Eisenhower Campus Center (ECC) no later than 3 business days prior to the event.
o The Credit Card Reader Reservation Form is available on the Falcon Exchange home
page, http://www.messiah.edu/info/20743/falcon exchange.
o The Credit Card Reader Reservation Form must convey all contact information and must
be submitted with a wet ink signature from the sponsoring organizations’ faculty/staff
member as well as a signature for any student having responsibility for the equipment.
It is the obligation of the organization sponsoring the event to obtain appropriate furniture,
extension cords, tape, or any other products necessary to make cords a safe environment for
customers and the credit card reader equipment.
The sponsoring organization faculty/staff member is responsible for the credit card reader
equipment and all accessories while in possession of the equipment during the rental period.
There will be a convenience fee of 2.75% deducted from all credit card sales.
Please note we reserve the right to refuse any Credit Card Reader Reservation and/or to remove
the card reader equipment during any event.
ACCOUNTING
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Credit Card purchases made through the Credit Card Reader will be allocated to the account
specified on the Credit Card Reader Reservation Form at the beginning of the next month.
Authorized faculty/staff members may use their MCSquare - Finance - Budget Queries access to
view the account balance after that time.
EQUIPMENT PICKUP
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Properly completed Credit Card Reader Reservation Forms will be approved verbally in the
Falcon Exchange. You may call 717-691-2511 extension 7245 or email
falconexchange@messiah.edu if you would like to confirm your reservation.
The Credit Card Reader equipment box will be picked up at the Falcon Exchange Office on the
2nd Floor ECC room # 243, prior to your scheduled event. The designated pickup person must be
a Messiah College Employee and have a valid ID card to sign for the equipment.
Three days prior to the event, make sure to go to the event location. Contact ITS o verify that
the port number and location that will be used for the credit card machine are valid/active as an
Ethernet connection. Your ITS contacts are Glen Brubaker (ext. 7335) or Tony Wyland (ext.
2380). NOTE: If the phone jack/connections is not a dedicated line the credit card machine
will not work. It is your responsibility to locate an operating connection to use the credit card
machine.
IMPORTANT: Clearly mark on the Credit Card Reader Reservation form the date of the event,
including both the starting and ending times of the event
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The Credit Card Reader contains the following items. You are responsible for their safe return.
1. Instructions for putting together the credit card machine. (VX 520 CTLS assembly
instructions)
2. Instructions for running the machine (M & T Merchant Services Quick Reference Guide)
3. Credit Card machine
4. Credit Card pin pad
5. Ethernet Cable
6. Power cord
7. Black Connection cord from credit card machine to pin pad
8. Phone cable (do not use)
EQUIPMENT USE (These instructions are directly from the VX 520 CTLS assembly sheet)
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Open Back of Credit Card terminal
Attach red Ethernet Cord to Credit Card Terminal (do not plug into jack/outlet yet)
Attach Credit Card terminal to Pin Pad
Attach power supply jack to Credit Card terminal on back (do not plug in yet)
Close back of Credit Card terminal (should have three cords coming out of back with cover
on back closed.
Attach Ethernet cable to dedicated jack in wall
Plug in power outlet to wall
Wait until machine main menu appears (this may take several minutes)
Both credit card machine and remote pin pad should power up
Running the Credit Card Machine (please refer to the instructions from the M & T Bank
Merchant Services sheet)
1) Making a Sale
10. When powered up the Credit card machine should display date & time. Keypad should
say welcome.
11. Hit F3 Key on Credit card machine (Softpay – FMS)
12. Click on Sale
13. Enter amount
14. Swipe card through key pad
15. Select debit or credit
16. When sale is finalized receipt will print out.
17. Have customer sign receipt
18. Keep all receipts until end of event
2) Settling the Credit Card Machine
Note: This process must be done at the end of the event
1. After the event has closed, add up all the individual credit card receipts. Get a total of all
Sales.
2. From credit card machine make sure mm/dd/yy display is showing
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3. Select F3 Softpay-FDMS
4. Select far left middle button (c5 with down arrow)
5. Press F2 key for Settlement
6. Look at totals on machine and verify totals. Press Enter
7. Terminal prints out settlement report.
8. Keep settlement report with all credit card sales receipts together
9. Click on red X button to return to home state
Please hand deliver your receipts, batch totals and rental agreement to the Falcon Exchange directly.
Do not leave them in the Credit Card Machine box.
10. Unplug power cord from wall.
11. Unplug Ethernet connector form wall jack/input
12. Place the credit card machine, pin pad, and all cables back in the credit card loaner box in a
orderly and neat fashion.
3) Equipment Return.
NOTE: The Credit Card Loaner machine MUST be returned at the end of each
night to Dispatch/Public Safety, 1st Floor ECC, immediately following the event.
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The designated equipment return person must have a Messiah College ID card and sign the Log.
Please ensure your box contains the following items. Please coil/wrap cords and ensure items
are packed in a professional manner.
1. Equipment power cord
2. Credit Card Machine
3. Credit Card Pin Card machine
4. Ethernet (red) cable
5. Grey (telephone) cable
6. Pen
7. Falcon Dollars Card Reader Reservation Form Policies & Procedures Sheet
Updated by Lora Harper on 12/17/15
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